Job Description
Academic Administrator (Graduates and Compliance)
Reports to: Academic Registrar
Working hours: 37.5 hours per week.
Salary: circa £26k per annum, depending on experience.
Benefits: The College offers a generous pension scheme, free lunches, reduced-cost gym
membership, and a bus pass and cycle loan scheme.
Pembroke College: Pembroke is a lively and vibrant academic community, situated in the
heart of Oxford. The student body is made up of over 350 undergraduates, and around 250
post-graduates. Pembroke Fellows are supported in their teaching by a team of College
lecturers and the College is also home to Research Fellows and Associates. The small and
friendly academic office (currently consisting of five staff supporting the Academic Director)
provides the full range of academic support functions to students and academics alike,
working closely with other administrative colleagues in the college.
About the Role
The Academic Administrator (Graduates) will report directly to the Academic Registrar.
Precise duties of the post may vary, but currently include:
Graduates
1.
Overall responsibility for admissions and on course administration for Pembroke’s
graduate community
a. Process applications for graduate study, record decisions and produce offer and
financial guarantee letters as appropriate; liaise with the Director of Finance and
Accommodation Office;
b. Ensure accurate information is distributed to Divisions and the central university
concerning graduate scholarships available each year; administer scholarship schemes
and ensure living accommodation is reserved for entitled scholars;
c. Ensure the college holds up to date and accurate information about graduates;
d. Deal with induction and on-course administration for Graduate students; act as a
single point of contact for all graduate academic queries and issues, escalating issues
as required;
e. Allocate college advisers to graduates; arrange graduate dinners and events, working
with the MCR;
f. Advise the Academic Director on graduate administrative matters.
Exams, assessment and reporting
2.
Operation of a number of key academic administrative systems for the college,
ensuring compliance with legal and regulatory requirements:
a. Deal with the administration of the OxCORT system (Oxford Colleges’ On-line
Reports for Tutorials) including preparing student and tutor information for the
database, dealing with enquiries, preparing payment details for the College’s
Accounts Department and providing statistical data as required;
b. Research and prepare timetables for Collections, make necessary arrangements for
invigilation and locations and prepare collection returns;
c. Organise invigilation and/or close supervision for candidates taking examinations in
College, including liaising with Examinations and Assessments team at Schools and
liaise with Proctors’ Office with regard to extensions/late submissions for
examination candidates;
d. Organise Degree Ceremonies including checking eligibility for MA degrees,
informing candidates of procedures, liaising with the University, Dean of Degrees,
Head Porter, Accounts and Catering Departments. Inform the Master and Tutors of
dates, and names of participating graduands, and dealing with enquiries from
candidates and guests;
e. Produce transcripts for current and former students as required.
Operate Academic office systems and support the team
3
Ensure that the office functions effectively and support colleagues as needed
a. Deal efficiently with enquiries from academic staff, administrative staff, students and
the general public in an informative manner.
b. Assist generally with all aspects of work carried out in the Academic Offices, and
elsewhere within College as may be necessary from time to time – in particular during
the Admissions Exercise and Freshers’ Week;
c. Ensure records are accurately held and archived including OxCORT reports,
examination results, student files etc.; e-mail listings for students, Fellows and tutors
are accurate and up-to-date. Liaise with other departments in the College as required;
d. Maintain a record of right to work checks, ensuring compliance with regulatory
requirements;
e. Maintain academic office website pages
f. Comply with the College’s Information Security policy.
Education, Skills & Experience
Essential
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Accuracy, attention to detail, and an organised and methodical approach to work.
Ability to work calmly under pressure, and to prioritise and meet deadlines.
Problem-solving skills and the ability to exercise judgement and initiative.
A commitment to continuous improvement and the willingness to be flexible and
proactive
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Excellent interpersonal skills, including negotiation skills, and an awareness of the
sensitivities of dealing with a variety of different constituencies within the context of
a collegiate University.
Ability to work independently and flexibly as a member of a small team.
Ability to handle sensitive and confidential matters with discretion and initiative.
A high-level of proficiency in verbal and written communication
Excellent IT skills, including word processing, email, spreadsheets and databases.
Experience of working in the university sector, and education to degree level are desirable.