Job Description Job title: Distance Learning Programme Administrator Department/School: Faculty of Engineering & Design Grade: 6 Location: Graduate School DL Division Job purpose This postholder will form part of the Faculty s postgraduate team, taking responsibility for all aspects of administrative support for one of the Distance Learning programmes within the Faculty ensuring that services are efficient, effective and adapt to changing circumstances. Given that students are remotely based and visit the campus infrequently, the postholder is the central link and key to the success of the programme. In addition to the above, the postholder is expected to play an advisory role that includes discussion with students on aspects of progression in their programme and various study options. Source and nature of management provided Graduate School Manager, Director of Studies & Director of Programmes Staff management responsibility None other than the occasional temporary support. Special conditions The postholder will be based in the Faculty of Engineering & Design with other members of the Faculty DL Unit. DL Programme Administrator (IEM) Page 1 18 October 2010
Main duties and responsibilities Preamble The postholder s main sphere of operations will concern the administration and support of the IEM programme delivered worldwide. The associated duties will be carried out in an office in which two other Programme Administrators support two further distance learning suites of programmes (International Construction Management and Electrical Power Systems); duties may be shared from time to time across all three programmes as may suit best practice and optimum time and resource management; thus, responsibility may be to discharge a duty directly or to oversee its discharge. In addition to receiving and processing applications, dealing daily with assignments and enquiries, making arrangements for residential and examination sessions, the scope of this position also includes aspects of marketing, pastoral support to students, administration of student fees and contracts for external tutors, and contact with external examiners and overseas centres. The postholder must be able to work to tight deadlines on his/her own initiative, have the ability to multi-task, prioritise and to learn new systems and procedures rapidly. In the past year, the programme content has undergone extensive development which has included recasting the teaching and learning materials into a blended learning format. The programme uses a virtual learning environment (VLE) for many areas of programme administration and this area is expected to form a large portion of the candidate s role. 1 Admissions & Enquiry Management Act as a point of contact for prospective/current students, external staff and visiting lecturers, dealing with enquiries and providing support. Assist applicants in preparing their applications; check applications before submission to the Director of Studies in conjunction with the DL Support Administrator. Advise candidates of the admission decision and complete the initial registration through the Faculty Office and Registry in conjunction with the DL Support Administrator. Complete student enrolment on the VLE. To monitor and report on recruitment numbers. Assist with marketing as and when required to promote increased applications and high retention rates. 2 Business Process To work with the Graduate School Manager and colleagues to monitor/develop/implement the set of common core business processes, standardised on best practice to support the postgraduate taught student life cycle for DL students and undertake regular reviews to ensure continuous improvement, balancing the varying needs of individual programmes with efficiency benefits of aggregation and standardisation. Develop and apply knowledge of University policies, regulations and procedures as they relate to postgraduate taught provision and advise accordingly. DL Programme Administrator (IEM) Page 2 18 October 2010
3 Learner Support Deal with enquiries from students. Establish and maintain student records and liaise with University Registry. Monitor student progress, relay information to relevant parties and refer queries to academic tutors if appropriate. Monitor student progress and advise on possible study/payment options. Monitor student progress and process appropriate applications for extension/suspension of study. Establish study timetables and negotiate changes with students on an individual basis. Arrange module dispatch to individual students in conjunction with the DL Support Administrator. Process student assignments submitted electronically via the VLE. Register students for programme events via the VLE. Monitor feedback gathered via online module questionnaires. Liaise with students and tutors through the dissertation stage. Plan and schedule programme events, including dissertation workshops, residential schools and examination dates in conjunction with the Director of Studies. Provide input for learner support planning. Provide management information on student profiles, progress, fee income. Submit annual re-accreditation applications where appropriate. Service Programme Team meetings, including taking appropriate delegated action. Establish, maintain and use clear and effective means of communication with staff and students, i.e. email distribution lists, notice-boards, web pages etc. Maintain and develop the Moodle portal, including the updating of noticeboards and web pages and provide administrative support for the Virtual Learning Environment Moodle. Liaise with e-learning developer, to ensure effective provision of e-learning resources and support for students using the Moodle VLE. 4 Tutors Liaise with the Director of Studies to arrange support for module, residential school, dissertation and examination tutors/authors/markers, as required. Monitor tutor feedback and assignment turnaround and advise the Programme Team, as appropriate. Prepare paperwork for raising contracts for part- time tutors and guest lecturers. Arrange tutor briefing workshops when required. 5 Finance Process student fees and prepare the necessary paperwork to raise invoices. Administer other payments relating to one or more programmes. Prepare the annual budget in conjunction with the Director of Studies. Provide management information relating to fee income and costs as requested. Using PI desktop, prepare monthly reports on tuition fee income & programme expenditure. DL Programme Administrator (IEM) Page 3 18 October 2010
6 Marketing Develop and maintain an overview of marketing, including websites and university web catalogues. Place advertisements in journals, on websites and arrange other promotions as instructed. Periodically monitor and review marketing activities. Periodically collect and analyse competitor information. Maintain the programme website. 7 Examinations Investigate availability of examination venues and make all relevant bookings in conjunction with the DL Support Administrator and Central Examinations Office. Liaise with external tutors and the external examiner to coordinate the setting of exam question papers within QA guidelines. Work with the DL Support Administrator to ensure production, despatch and return of examination papers and scripts within QA guidelines. Schedule and service the Board of Examiners for Units and Programmes. Process marks and student transcripts. Produce all necessary paperwork for the Faculty Board of Studies relating to the progression and graduation of students. 8 Residential Schools/Dissertation Workshops Liaise with the Programme Team to compile residential school/dissertation workshop timetables. Book teaching and residential accommodation, audio-visual requirements and catering provision. Collate and despatch joining instructions, residential information and presentations via the VLE. Book and confirm arrangements for visiting lecturers including travel and accommodation. Operate registration desks. Attend residential schools to respond to participants enquiries and deal with administrative arrangements. Arrange and attend social events for residential schools. Distribute and collate evaluation questionnaires/feedback from residential schools. 9 Student programme materials Work with the Managing Editor to agree minor changes to materials. Work with the Director of Studies, Managing Editor and Support Administrator to ensure study materials are available for student cohorts progressing through the programme. General In performing the above duties, the postholder will be expected to liaise with a wide variety of people both internal and external to the University the main points of contact are as follows: Internal Staff within the DL Unit Programme Administrators, Directors of Studies, Director of Programmes, e-learning Development Officer, Managing Editor, DL Support Administrator Graduate School Manager DL Programme Administrator (IEM) Page 4 18 October 2010
Faculty office staff SREO Student Finance Office Library Distance Learning Service Accommodation Office, Catering Department, Room Bookings, AV Bookings. External External examiners from other academic institutions Lecturers and tutors from other academic institutions Company training departments supporting students studying on DL programmes Overseas institutions supporting distance learning provision on behalf of the University of Bath British Council Offices worldwide Professional bodies accrediting programmes of study. In performing these various duties, there is a need for the postholder to readily and easily establish effective working relationships with staff and students in the department, in other departments, and with central administration. The postholder will, from time to time, be required to undertake other duties of a similar nature, as may reasonably be required by the relevant line manager. DL Programme Administrator (IEM) Page 5 18 October 2010
Person Specification Criteria Essential Desirable Assessed by Qualifications Post A level qualification Educated to GCSE level (including English & Mathematics) An appropriate word processing/it qualification or relevant knowledge and experience Educated to degree level or equivalent qualification or experience Experience Experience of dealing with people in a customer care situation Experience of academic administration within the HE sector Experience of administrative systems in use within Higher Education Evidence of supporting committees Marketing experience App form Interview Refs Skills Proven administrative skills Excellent IT skills including the use of word processing, spreadsheets & database packages Ability to operate systems for keeping clear and accurate records Ability to communicate clearly and accurately with a high standard of written English Ability to communicate with students from a wide range of cultural backgrounds and with those whose first language is not English DL Programme Administrator (IEM) Page 6 18 October 2010
Ability to prioritise effectively, often working to tight deadlines Effective clerical skills including the ability to present data in a clear and accurate manner, dealing with routine correspondence Ability to interpret financial figures and report effectively Criteria Essential Desirable Assessed by App form Interview Refs Potential to develop minute taking skills Familiarity with SAMIS & Business Objects is highly desirable Knowledge of distance learning & e- learning techniques Understanding of the innovative use of technology to support learners. Attributes Methodical working practices, accuracy and attention to detail Ability to work with personal responsibility, initiative & reliability Ability to work largely unsupervised Ability to refer problems and information appropriately Ability to communicate effectively on the telephone, in person, by post and by e mail to staff, students and others An effective team player who is capable of coping with changing circumstances and demands Ability to work to imposed deadlines Capable of presenting a public face for the Distance Learning programme (s) to students and industry DL Programme Administrator (IEM) Page 7 18 October 2010