POSITION DESCRIPTION SCHEDULE A

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1 POSITION DESCRIPTION SCHEDULE A POSITION DESCRIPTION DOCUMENT PURPOSE The purpose of this position description document is to provide a clear understanding of your role, and how that role fits within Melbourne Institute of Technology (MIT) as an organisation. This document provides an outline of the key areas of accountability and desired outcomes from satisfactory performance of the role. It does not provide an exhaustive list of tasks and activities that are required to be performed in order to fulfil the role. POSITION DETAILS Position Title: School / Division: Campus: Academic Services Officer Academic Sydney Classification Educational Services (Post-Secondary Education) Award General Staff Level 4 Employment Mode Probationary Period Time Fraction Fixed 1 year contract. Extension of contract is subject to job performance 3 months extendible up to 6 months Full time ROLE The Academic Services Officer is responsible for providing assistance to the Academic Manager, and to students over a range of areas including; over the counter enquiries, assisting in the managing and monitoring of Information Technology and Business programs of MIT and Federation University, operational and day to day matters, and general administration. This position reports to the Academic Manager (Sydney campus). MIT MISSION AND GOALS Founded in 1996, Melbourne Institute of Technology (MIT) has grown dynamically as one of the leading private, higher education providers in Australia with campuses in Melbourne and Sydney. MIT is a teaching only Higher Education Institution. Our vision, mission, values and goals as approved by the MIT Board of Directors are set out below. Vision MIT aspires to be a leading private higher education provider nationally and internationally by proactively developing innovative educational approaches to meet industry needs and by a commitment to inspire tomorrow s graduates. 1

2 Mission MIT, through its higher education programs and personalised and transformational student experience, provides the opportunity for individuals to access knowledge and to enrich and transform their futures. Values 1. Excellence; 2. Integrity; 3. Accountability; and 4. Transformational Change. Goals 1. To provide high quality programs that meet the needs of our students and industry; 2. To provide an inclusive environment where all students have the opportunity to succeed; 3. To strengthen institutional effectiveness, financial sustainability, collegial governance and sense of community; and 4. To make collaboration an integral part of all our activities. MIT ORGANISATIONAL STRUCTURE MIT business model comprises four (4) key focus areas as guided by its vision: Academic, Finance, Marketing and Operations. Our organisational structure is designed to ensure each of these areas is fully resourced. Our Executive Management Team is responsible for the development of our strategic plan, and effective implementation of strategies across all business areas. It comprises our: Chief Executive Officer; Managing Director; Director of Marketing and Student Engagement; Human Resources Director (pro tem); Campus Director; General Manager; and Academic Director. The Academic Services Officer assists the Academic Manager in the provision of Academic Services and is responsible for over the counter enquiries, assistance in the monitoring of the delivery of academic programs, operational day to day matter and general administration in the academic area. This responsibility incorporates the areas as set out below. Area Academic requirements: Outcomes Compliance with MIT and Partner Institutions policies and procedures; Retain all data accurately and in accordance with approved policies and procedures; Provide a student oriented service; 2

3 Administration requirements (including use of systems, Moodle, AMS, Bigfoot, FDL etc.): Monitoring progress towards goal achievement and implementing timely corrective action (where required): Relationships external: Relationships internal: Ensure that the required assessments are moderated on a timely basis; Devise effective and suitable timetabling (lectures, examinations, review of grades etc.); Ensure that the examinations are conducted efficiently and effectively; Ensure that the review of grades is conducted effectively; and Assist in gathering and collating surveys, evaluations and other data. The smooth operation of the Academic Department s day to day matters; Assist students with administrative academic needs and provide assistance in a range of student support services; Ensure that appropriate student and academic records are monitored and maintained; Assist in the internal and external quality audits; Assist in the ordering of academic resources Organise and participate in academic and administration meetings and staff development activities; Contacting staff and students when necessary to ensure policies and procedures are met (e.g. attendance, assessments, and general communications); Be involved in enrolment and student orientation activities; and Assist with enrolment by advising students on suitable subjects. Moderation of assessments across MIT and Federation University in accordance with schedule. This includes cross campus moderation (MIT units moderation between MIT Melbourne and MIT Sydney) and moderation for partner assessments for MIT Sydney only; The timely reporting of progress against plan; and The appropriate action is taken in order to achieve goals. Promote, develop and build strong relationships with external stakeholders including partners staff. Work closely with other areas to support students and academic staff; Provide direction, guidance and support to staff in the Academic Department; and 3

4 Special projects: Delegate appropriate level of authority. Ensure special projects and tasks assigned (as may be from time to time) are carried out efficiently and effectively. KEY SELECTION CRITERIA Application letter and/or resume must address the qualification/knowledge/experience/attributes section under the key selection criteria Qualifications: Include all educational and training Requirement qualification, professional membership, criminal record check report 1. Completion of a Tertiary qualification Mandatory Knowledge/Experience/Attitude/Skills 1. Experience with academic services in a higher education environment. 2. Experience with academic services in partnerships between Universities and private higher-education providers. 3. Excellent communication skills both oral and written. 4. Knowledge of Microsoft Office and aptitude to use web-based and other IT systems for education. 5. Appreciation of cultural awareness and issues relating to the diverse cultural background of the student body. 6. Customer focus with a passion to assist students. 7. Ability to multi-task in a fast paced environment. PERFORMANCE MANAGEMENT SCHEDULE B Staff performance is managed in accordance with MIT Performance Management System which incorporates: Regular performance reviews; Ongoing feedback; Identification of professional development needs and provision of support; and Reward structure. Specific performance goals will be set during the course of performance reviews. Areas of performance focus for this role (together with example measurement tool) are set out below. Further details in relation to the MIT Performance Management System will be provided by our Human Resources Director. 4

5 Focus area Student retention: Quality of academic service: Measure - examples Student survey and statistics. Survey results staff, students, management. Efficient systems and procedures: Relationships: Response times, number of errors, survey results, and number of complaints. Feedback from supervisor, other staff and partners. 5