FURTHER PARTICULARS JOB TITLE: ASSISTANT ACADEMIC ADMINISTRATOR (FULL-TIME) SALARY RANGE: CLERICAL GRADE 5 ( 22,879-27,319) Kellogg College seeks to recruit for its busy and friendly Academic Office an Assistant Academic Administrator who will work on all areas of the College s administration with regard to the academic life of the College. The Academic Office deals with all academic administration including admissions and registration, academic records, events such as matriculation and graduation, student enquiries, the College website, seminars, and regular committee meetings. The Assistant Academic Administrator will join a friendly team, working primarily with the Academic Administrator and will play an important role in maintaining the smooth running of the Academic Office and helping achieve its ambition to provide an efficient and friendly service to all College members and visitors. The position offers excellent career development opportunities within academic administration. I BACKGROUND Oxford is a collegiate university, each of its constituent colleges having their own style and tradition, and each contributing to the character of Oxford in a unique way. The growing importance of adult and continuing education in Oxford was recognised with the University's decision to establish a collegiate focus for these activities alongside the existing departmental structure. As a result, Kellogg College was inaugurated in 1990 as the collegiate base for adult and part time students. The College s mission is to create more opportunities for life-long learning and to give more people access to Oxford and to higher education. The College is based on the Norham Manor site in North Oxford and the administrative offices are located at 62 Banbury Road. At present the College comprises the President, 125 Fellows, 115 Common Room Members and nearly 700 graduate students. Students at Kellogg study both part time and full time for Master's and research degrees, and the College also admits students for the full time PGCE (Post Graduate Certificate in Education). Part time degree courses in new areas of study are added each year and the College continues to expand. Additional information on the College can be found on its website: www.kellogg.ox.ac.uk. II THE POST The Assistant Academic Administrator is a key member of the administrative team of the Academic Office. S/he reports to the Academic Administrator who is responsible for the timely and efficient conduct of the academic administration within the College S/he assists in the management of the work of the Administrative Assistant. S/he also liaises with College Officers, fellows and members where appropriate and is expected to act with a considerable degree of initiative and discretion. As a key member of the College staff, s/he is expected, in consultation with the Academic Administrator, to implement College policy on a wide range of student and academic matters. Although the Assistant Academic Administrator delegates certain responsibility to other staff for certain areas of work, s/he is expected to have a thorough understanding of all College administrative functions for which s/he is responsible or supervises, not least so as to provide back-
up to cover staff absences through sick leave, holidays etc. The Assistant Academic Administrator in carrying out her/his duties is expected to act at all times in the best interests of the College. III PRIMARY RESPONSIBILITIES The Assistant Academic Administrator is responsible to, and in consultation with, the Academic Administrator for the following: Academic Administration Admissions arrangements (ongoing throughout the academic year) Responsible for monitoring progress of new applications and deferred students; collating and recording on the College data systems information on student status; ensuring that all the correct information is entered and recorded on the University s student database system (OSS) and monitoring data views; overseeing the sending out of offer letters and entering of student details on to the College s database; collecting and chasing financial guarantees; replying to admissions queries from students; allocating student college accommodation and maintaining waiting lists in consultation with the Domestic Office; liaising with Graduate Admissions, Graduate Studies Offices, and course administrators when appropriate. Scanning passports and issuing University cards. University Registration ensuring that both new and returning students complete their annual registration and check details as required by the Student Information Office. Liaising with the IT Officer and the Computing Service to sort out initial IT access problems for new students to enable them to register. Induction Responsible for arranging dates of induction programmes, production of student information packs, distribution of University cards, Computing Service (OUCS) IT information, including email addresses and single sign on details, College Adviser lists. Monitoring return of student College contracts and other documents. Organising the event and assisting on the days. Matriculation Organization of events surrounding the ceremonies and checks that correct lists are returned to the University, in consultation with the Academic Administrator. Ensuring that all students matriculate within the required period. Supervising the events on the day. Student on course monitoring Responsible for informing College Advisers of their new advisees and making sure that students know who has been allocated to them as College Adviser; being familiar with Graduate Supervision System (GSS), monitoring its usage, assisting in access and use issues from students and Advisers. Works with the Academic Administrator on the Senior Tutor s report to the College Meeting (Student reports). Replying to academic queries from students, recording suspensions and extensions; checking OSS data views regularly for official results; recording results on student database; assisting in the production of student statistics from the database. Examinations Sends out entry forms to students and monitors return so that forms are completed and returned to Schools by required deadlines. Preparing documentation required by the Proctors, Examination Schools and University departments; with regard to special examination arrangements as required. Graduation Monitors OSS for student results and sends out information about graduation ceremonies; ensures that the Academic Assistant is given information for waiting lists; supervises the organization of events surrounding the ceremonies; recording the change of
student status on the College database; checking and sending in the attendance lists to the University; General Administration Liaison with Fellows, Common Room members, and students. Maintain College mailing lists, both electronic and postal; ensuring that the necessary changes in College membership status are kept up to date and that the Development, Finance and Domestic Offices are kept informed of these changes. College Database. Responsible for the design, accurate data input and maintenance of the database which records College membership information. Finance Provide the Finance Officer with relevant information for the production of fees and battels invoices, entering correct university tuition fee rates and college fees on to database, fee collection and processing, and bursary/hardship grant administration, and supervise the designing of the systems used. Checking the termly and annual fee schedules against College database, reconciling discrepancies in line with the finance schedule. Staff Management The Assistant Academic Administrator supervises the work of the Academic Assistant in consultation with the Academic Administrator. Communications Supervises the distribution of all College documents and information as appropriate to Fellows, Officers, students and Common Room members, other colleges and University departments. Works with the Academic Administrator and other College staff members on the production of College publications including: o College Newsletter o College Record o College Prospectus o Notes for Students In consultation with the Academic Administrator, provides information and keeps an eye on website content for the Academic/Student pages on the College website. Supervises the updating of information. Student Welfare When appropriate, on behalf of the Academic Administrator, the Assistant Academic Administrator will: Liaise with the Assessor and the Proctors. Liaise with the Counselling Service. Liaise with the University Accommodation Office. Liaise with the University International Office. Kellogg Seminars
Oversees advertising and bookings and ensures that any catering is arranged with Domestic Office. General Duties Provide reception cover as required in the absence of usual reception staff. The post holder will be expected to undertake other duties as requested from time to time by the Academic Administrator. IV REQUIREMENTS OF THE POST a) Essential Criteria An ability to assume responsibility for managing processes and events, and to create, improve, and implement administrative systems Excellent IT skills with extensive experience of MS Word, good working knowledge of Excel, and experience in the use of databases Good organisational skills with the ability to prioritise effectively, organise time efficiently, and respond flexibly to the demands of the job Excellent interpersonal and communication skills with a friendly, professional attitude and ability to practise discretion High levels of accuracy and attention to detail when inputting data and providing information Ability to work effectively in a team, to also take initiative, and to ensure timely completion of tasks Education to degree level b) Desirable Criteria Experience within a Higher/Further Education or public sector organisation Familiarity with data management systems (such as Oxford s Oracle Student System OSS) and website software. The salary range of the post parallels that of the University's Clerical Grade 5 and salary within the scale will be according to experience. The post holder will be eligible to join the University's Staff Pension Scheme and will have an annual holiday entitlement of 38 days inclusive of public holidays and the five days at Christmas and New Year when the College is closed. The contract will run for three years in the first instance, subject to a six month probationary period and to possible extension. The normal working week will entail 36.5 hours. The Assistant Academic Administrator will be required to undertake work at a number of College events which take place in the evenings and at weekends for which time off in lieu will be offered. For the right person the post offers opportunities for personal and professional development. It is hoped to make the appointment as soon as possible. Please download an application form from: www.kellogg.ox.ac.uk. Applications should be sent to the Academic Administrator, sarah.obrien@kellogg.ox.ac.uk no later than noon on 14 February 2011.
Interviews will take place on Wednesday 23 February 2011. If invited to interview, you will be notified by email. KELLOGG COLLEGE IS COMMITTED TO EQUALITY AND VALUING DIVERSITY