POSITION DESCRIPTION
Academic Support Office
Melbourne School of Engineering
Academic Support Coordinator
INDIGENOUS AUSTRALIANS ARE ENCOURAGED TO APPLY
POSITION NO
0041690
CLASSIFICATION
PSC 5
SALARY
$68,892 - $79,130 p.a.
SUPERANNUATION
Employer contribution of 17%
WORKING HOURS
Full-time (1.0 FTE)
BASIS OF
Continuing position
EMPLOYMENT
OTHER BENEFITS
http://about.unimelb.edu.au/careers/working/benefits
CURRENT OCCUPANT
Vacant
HOW TO APPLY
Online applications are preferred. Go to
http://about.unimelb.edu.au/careers, select the relevant option
(‘Current Staff’ or ‘Prospective Staff’), then find the position by title or
number.
CONTACT
Kylie Laughlin
Tel +61 3 8344 5474
Email [email protected]
FOR ENQUIRIES ONLY
Please do not send your application to this contact
For information about working for the University of Melbourne, visit our websites:
about.unimelb.edu.au/careers
joining.unimelb.edu.au
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Position number: 0041690
The University of Melbourne
Position Summary
The Melbourne School of Engineering teaches into engineering pathways and breadth studies in
non-engineering undergraduate degrees of the University and offers the engineering
professional accreditation qualification at the Masters level. The School delivers quality teaching
and learning with industry linkage and research programs under the Melbourne Engineering
Research Institute (MERIT) and aspires to be one of the great Schools of Engineering in the
world.
Reporting to the Academic Programs Manager, the Academic Support Coordinator (ASC)
provides administrative support to academic staff in the various departments of the School in
relation to the School's teaching programs. There are several ASC’s within the School who are
in different departments. The ASC will work closely with staff based in Engineering Academic
Service Office to provide excellent service to academic staff in Departments.
The Academic Support Coordinator will perform a range of administrative services which support
the academic programs of Engineering. They will primarily work in one department, covering a
set range of programs/disciplines however they will have an understanding of other discipline
areas to facilitate greater knowledge sharing in the team. Also, located in the different
departments are Department Administrators (DA) who provide general administrative support to
Heads of Department and academic staff in departments.
The ASC will work in parallel with the DA to the Head of Department to ensure that excellent and
seamless service and accurate advice is provided to all Departmental staff. The ASC will be
expected to provide support as required to cover the duties of other staff in the DA and ASC
group during periods of leave or absence.
The Melbourne School of Engineering is strongly committed to supporting diversity and flexibility
in the workplace. Applications for part-time or other flexible working arrangements will be
welcomed and will be fully considered subject to meeting the inherent requirements of the
position.
The Melbourne School of Engineering strongly encourages applications from Indigenous
Australians in response to its Indigenous Employment Plan 2016-18.
1. Selection Criteria
1.1
E S S E N T I AL
A tertiary qualification or an advanced diploma with subsequent work experience or an
equivalent combination of education and/or training in a similar role in a tertiary environment;
Demonstrated commitment to the delivery of excellent customer service;
Excellent interpersonal skills, to enable effective liaison with a wide range of internal and
external clients and stakeholders at a variety of levels;
Excellent written and verbal communication skills;
Excellent organisational skills and demonstrated ability to prioritise workloads and ensure
the timely delivery of activities;
Demonstrated initiative and ability to be pro-active in maintaining systems and ensuring
continuous improvement in service delivery;
A high level of discretion and awareness of the issues faced by students with special
needs;
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Position number: 0041690
The University of Melbourne
Ability to work collaboratively, positively and flexibly both in a team and independently in a
busy environment with changing demands;
A high level of computer literacy, with demonstrable experience in the Microsoft Office
suite, including word processing, spreadsheets, email and internet applications.
1.2
D E S I R AB L E
An understanding of the University of Melbourne's student administration database;
Administrative experience in tertiary educational administration;
An understanding of both undergraduate pathways and postgraduate courses offered
within the School of Engineering;
2. Special Requirements
Leave may not be granted during certain, high-volume periods.
3. Key Responsibilities
The Academic Support Coordinator provides administrative support to academic staff in
departments relating to the School's academic programs coordinated through the Academic
Programs Manager. The ASC is expected to act as a coordinator in conjunction with the Course
Coordinators (academic staff) and Academic Programs Manager. Overall responsibility for
various academic program support areas may be allocated to a member of the ASC team.
3.1
AC AD E M I C P R O G R A M S U P P O R T
Coordinate the examination process for the department within University guidelines. This
includes advising academic staff on policy and timelines, organising the examination and
supplementary examination timetable, a n d ensuring that examination papers are
prepared and delivered to Examinations office on time;
Ensure editing of information into the School’s handbook is carried out with a high
attention to detail;
Obtain and upload results by the nominated deadlines and organise departmental
examiners meetings;
Obtain timetable information from academic coordinators and ensure the timetable
templates and student sets are completed with no timetable clashes. Coordinate and
monitor class registrations, streamlining sessions for the most efficient timetable;
Provide accurate and timely information and advice to staff and students within existing
policy and procedures. Appropriately escalate issues where necessary and ensure
appropriate follow up with clients;
Act as Executive Officer to departmental academic services committees or working
groups, as well as providing support to School based curriculum or teaching and
learning committees as required.
3.2
C O U R S E AN D S U B J E C T A D M I N I S T R AT I O N
Ensure all subject surveys are available within the appropriate teaching period for
students to provide feedback;
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Position number: 0041690
The University of Melbourne
Assist academic staff with the Learning Management System (LMS) in relation to
subject and teaching content;
Maintain subject databases, including course codes and co-ordinators as a source of
information in relation to Delegated Authority, Major and Minor changes;
Contribute to the coordination of final year project paperwork with final year academic
staff coordinators regarding completion of relevant documentation, liaison with academic
staff, advertising final year project opportunities and allocating students to projects;
Contribution to the coordination of assignment submission and student collection and the
delivery of assignments to academic staff.
3.3
AD M I N I S T R AT I V E S U P P O R T
Assist with coordinating discipline specific fieldtrips, camps and placements in
conjunction with academic staff;
Assist with coordinating department/discipline contribution to Open Day, postgraduate
information nights/seminars and any other related activities;
Liaise with the University's printing service if hard copies are required;
Records maintenance and monitoring of loans;
Under the direction of the Head of Department contribute to the organisation of tutors and
external teaching staff, acting as a liaison point for recruitment, induction, room bookings
and administrative support for teaching activities as outlined in the position description;
Undertake projects and other duties as directed by the Academic Programs Manager
and/or the Manager, Academic Support Office;
Occupational Health and Safety (OH&S) and Environmental Health and Safety (EH&S)
responsibilities as outlined in section 5.
4. Job Complexity, Skills, Knowledge
4.1
LEVEL OF SUPERVISION / INDEPENDENCE
This position reports to the Manager, Academic Programs and is expected to liaise
regularly with the Head and other academic staff in the Department(s) for which they are
primary responsible as well as other academic and professional staff involved in student
and academic support activities. You work closely with staff in the Academic Support
Office and the Department Administrators located in the Departments. You are
responsible for managing your time and the prioritisation of tasks to ensure you deliver
the services required in a timely manner.
4.2
P R O B L E M S O L V I N G AN D J U D G E M E N T
You have responsibility for independently applying knowledge and understanding of
University policies and procedures to perform a variety of tasks ranging from the routine
to the more complex provide and to provide information and advice to staff and
students to solve problems. A s p a r t o f t h e Academic Support Coordinators Team
you and your team members need to ensure consistency in the application of policy and
procedure as well as being a source of advice and support to each other.
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Position number: 0041690
The University of Melbourne
Some activities and functions are based on clearly defined procedures and time frames;
some require a level of judgement to interpret existing policy and procedure to provide
advice and decisions on rules and entitlements. You also require tact in working with a
range of staff and students to achieve the desired outcome, and analytical and problem
solving skills. M a t t e r s o u t s i d e o f p o l i c y o r e x i s t i n g g u i d e l i n e s s h o u l d b e
r e f e r r e d t o the Manager, Academic Programs with a recommendation for advice.
4.3
P R O F E S S I O N AL AN D O R G AN I S AT I O N AL K N O W L E D G E
You will have knowledge of the organisational structure, workplace culture and protocols,
and the strategic objectives and policies of School and the University. You also are
required to have a strong understanding of the University’s and School’s policies and
procedures relating to course administration and student matters and the committee
structures supporting them.
4.4
R E S O U R C E M AN AG E M E N T
You may be required to oversee the work of casual staff members and/or contribute to the
operational work of others in the Academic Programs Team to achieve specific project
aims. There is no specific budget accountability for this role.
4.5
B R E AD T H O F T H E P O S I T I O N
The incumbent will cover a broad and diverse range of tasks across a number of activities
and will be responsible for the delivery of a range of administrative tasks. The incumbent
will be a key source of advice regarding University and School policies, procedures and
practices. The incumbent will liaise with Academic Support Office staff and management
to ensure that faculty policies and procedures are met.
5. Equal Opportunity, Diversity and Inclusion
The University is an equal opportunity employer and is committed to providing a workplace free
from all forms of unlawful discrimination, harassment, bullying, vilification and victimisation. The
University makes decisions on employment, promotion and reward on the basis of merit.
The University is committed to all aspects of equal opportunity, diversity and inclusion in the
workplace and to providing all staff, students, contractors, honorary appointees, volunteers and
visitors with a safe, respectful and rewarding environment free from all forms of unlawful
discrimination, harassment, vilification and victimisation. This commitment is set out in the
University’s People Strategy 2015-2020 and policies that address diversity and inclusion, equal
employment opportunity, discrimination, sexual harassment, bullying and appropriate workplace
behaviour. All staff is required to comply with all University policies.
The University values diversity because we recognise that the differences in our people’s age,
race, ethnicity, culture, gender, nationality, sexual orientation, physical ability and background
bring richness to our work environment. Consequently, the People Strategy sets out the
strategic aim to drive diversity and inclusion across the University to create an environment
where the compounding benefits of a diverse workforce are recognised as vital in our
continuous desire to service for excellence and reach the targets of Growing Esteem.
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Position number: 0041690
The University of Melbourne
6. Occupational Health and Safety (OHS)
All staff are required to take reasonable care for their own health and safety and that of other
personnel who may be affected by their conduct.
OHS responsibilities applicable to positions are published at:
http://safety.unimelb.edu.au/topics/responsibilities/
These include general staff responsibilities and those additional responsibilities that apply for
Managers and Supervisors and other Personnel.
7. Other Information
7.1
AC AD E M I C S U P P O R T O F F I C E
Academic Support Office is responsible for coordinating onshore and offshore recruitment
efforts, managing enquiries and prospective students and providing outstanding service to
current coursework and research students within the School.
Other operational units within the Melbourne School of Engineering include Advancement,
Finance and Human Resources, IT Services, Marketing and Communications, Research
Services, Technical and EHS Services and the Office of the Dean. These professional
service units provide a range of services to the six academic departments within the
School.
7.2
MELBOURNE SCHOOL OF ENGINEERING
http://www.eng.unimelb.edu.au/
The Melbourne School of Engineering is one of Australia’s leading Engineering Schools
and aims to be the school of choice for the highest performing students and research staff
in Australia and within the Time Higher Education Supplement top twenty Schools of
Engineering internationally by 2020.
7.3
THE UNIVERSITY OF MELBOURNE
The University of Melbourne is a leading international university with a tradition of
excellence in teaching and research. The University offers staff many benefits and
prospective staffs are encouraged to view the following web links:
www.unimelb.edu.au
www.growingesteem.unimelb.edu.au
www.unimelb.edu.au/careers
7.4
G O V E R N AN C E
The Vice Chancellor is the Chief Executive Officer of the University and responsible to
Council for the good management of the University.
Comprehensive information about the University of Melbourne and its governance
structure is available at http://www.unim
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