UTS POSITION DESCRIPTION UTS:HUMAN RESOURCES

Transcription

1 UTS POSITION DESCRIPTION UTS:HUMAN RESOURCES Position Title Unit/Division or Faculty Position Number Current HEW Level HEW 7 Job Family ANZSCO Code Coordinator, Fees Student Management, SAU POSITION PURPOSE The Coordinator, Fees is responsible for leading a small team of staff in the efficient and effective administration of UTS fees, including fee invoicing and collection and feesetting. As such, the position is accountable for the maintenance and implementation of policy and procedures that ensure the highest quality of service is provided for the management of fees. ENVIRONMENT AND DIMENSIONS The Student Administration Unit (SAU) is part of the Corporate Services Division and supports the UTS Vision to be a world-leading university of technology by facilitating all aspects of the student lifecycle from enquiry to graduation. With more than 130 full-time equivalent staff, SAU supports excellence in teaching and learning and research by delivering high quality, compliant and client focused administration of the University s policies and rules relating to student administration. Staff within SAU are organised into three main areas: Student Administration Management, Student Administration Services, and Faculty Administration Services. The Director s Office has oversight of all SAU activities and initiatives, including continuous process and performance improvement. The functions of the Unit include: 2

2 Student Service Centres student enquiry handling (more than 350,000 transactions p.a) and enquiries systems management Student Management timetabling, admissions, enrolments, fees, scholarships, exams, academic progression and results, and graduation; and Faculty Services strategic advice and planning. A major focus of the Unit has been to continuously improve service delivery approaches and to identify and deliver business efficiencies in all areas. This position will report to the Manager, Fees and, with primary responsibility for the Fees portfolio. The team invoices all enrolled students and is responsible for the collection of approximately $350 million per annum. Fees collection must be compliant with relevant government legislation, including the conditions for payment and deferral of fees, student eligibility for Commonwealth Supported Places, and all debt deferral schemes. The team provides strategic and operational advice, as well as reviews University policy and practice regarding the efficient and effective administration of tuition fees. The following volumes of fees related applications and enquiries are managed by the team: ANNUAL TRANSACTIONAL VOLUMES: More than 100,000 invoices issued annually to Commonwealth Supported, Domestic Full-Fee and International students to collect tuition fees; More than 20,000 applications received across HECS-HELP; FEE-HELP; SA-HELP and OS-HELP government loan schemes; Up to 800 applications assessed for No Financial and No Academic Penalty due to special circumstances each year; Management of the annual fee-setting and publication process (domestic and international) for 400+ UTS courses; Manage approximately 320 sponsored students across 55 sponsor organisations. Staff in this team must work collaboratively with other teams within SAU to ensure deadlines are met and outcomes achieved, particularly during peak times. This position may be affected by leave exclusion periods, work rotation and shift work. 3

3 RELATIONSHIPS Supervision The Coordinator, Fees reports directly to the Manager, Fees and. This position manages up to two (2) x Senior Officers (HEW 6) and up to two (2) x Officers (HEW 5) within the Fees and Team. Collaboration and Communication Internal The Coordinator, Fees liaises with Other SAU teams SAU Senior management Faculty staff Business Improvement and Systems Team (BI&S) Other University areas - UTS:International, and Marketing and Graduate Research School (GRS) Administrative and support areas including: o Student Services Unit (SSU), o o Financial Services Unit (FSU), o Markeing& Communication Unit (MCU) External The Coordinator, Fees may liaise with: Government agencies including the Australian Tax Office, the Department of Education, and other tertiary institutions as required. Sponsor organsiations Past, current and prospective students. Employers and the general public. 3

4 Major Responsibilities Major Functions Strategic Support Support strategic, business and project initiatives in the area, contributing to the development and implementation of strategic and operational plans. Provide strategic advice to the SAU leadership team including responses to procedural, policy and University planning directions, particularly where they impact the annual Unit Plan. Fees Operations Manage the compliant and effective delivery of core administrative functions relating to fees processes in accordance with operational schedules, University Rules, Policy and Procedures and relevant legislation, proactively planning, coordinating and monitoring. Provide high level advice on all aspects of student related fees and charges, and manage available staff resourcing across major operational portfolios: Fee-Setting, Maintenance and Publication Fee Invoicing and Collection Domestic and International Remission of HELP debt/refund of upfront payment due to special circumstances. Ensure that the Fees Team under successfully administers all fees under management in accordance with relevant operational procedures and guidelines. Ensure quality management mechanisms are in place to identify and rectify any fee charging or reporting errors. Lead projects to resolve issues and enhance the delivery of Fees Team activities. Outcome (s) Plans, budgets and operational activities meet or exceed targets, and are delivered on time. Quality, compliant operational outcomes in an environment of competing priorities and deadlines. 4

5 Specialist Advice and Communications Maintains awareness and knowledge of trends within the sector. Searches out and analyses information to help with answering complex questions, considering short and long term potential of solutions and identifying gaps in current delivery around fees activities. Provide fees management reports as required. Ensure that processes and training documents are in place and actively monitored and updated for currency and accuracy. Provide specialist advice and support as required to other UTS stakeholders who are involved in the management of fees Proactively communicate and share expertise and knowledge Relevant policies and procedures are developed and are current and accurate. Customer and stakeholder needs are met, with the team focused on providing high quality customer service. Advice and information for students and staff is of a high-quality, accurate and accessible. Continuous Improvement Proactively develops, implements and monitors plans, policies and resources, providing advice to relevant bodies related to fees.applies organisational knowledge and advanced systems knowledge to continuous improvement of policy, procedure and process in the fees area. Staff Management Provide management and leadership to the team, coordinating, developing and motivating staff on a daily basis to ensure the provision of customer focused services. Ensure goals and targets are set and met, and provide performance appraisals and feedback to team members. Keep staff motivated and engaged through changing situations; manages their team's wellbeing; promotes a positive team culture; provides training and support to relevant staff. Policy Compliance Provides accurate advice to University stakeholders and other relevant parties on rules and procedures, providing specialist knowledge and recommendations to assist managerial decision-making. Continuous improvement systems are in place; input is provided to policymakers. Short and long term strategies are provided for dealing with problems and issues. The team meets targets, working productively and cohesively. Capabilities are actively developed. Work deliverables are met in a professional and timely manner in accordance with targets. Contributes to sound decision making. Information is current, compliant and appropriately disseminated to stakeholders. 5

6 Significantly contributes to the development, review and maintenance of policy, directives and processes and associated documentation. Ensure the currency, integrity and accuracy of data and records while maintaining compliance with University Policy requirements and Legislative obligations. Relationship Development Actively encourages stakeholders and the team to build relationships that enhance the Unit and the University, adapting style to work effectively with others fostering collaboration. Collaborative and effective relationships with stakeholders are maintained. 6

7 POSITION CHALLENGES The Coordinator, Fees must: Effectively engage with or influence a range of stakeholders to ensure the strategic needs of SAU and UTS are met. Coordinate and manage competing priorities within the student lifecycle timelines. Effectively manage, coordinate or support services and/or staff across different locations. AUTHORITY The Coordinator, Fees is expected to work under broad direction, independently and proactively relating expertise, applying policy, and adapting procedures to achieve objectives, while referring and seeking advice appropriately as required. The Coordinator has the responsibility to manage staff in achieving the function s objectives. 7

8 LEADERSHIP CAPABILITIES FOR ROLE Pipeline Category Capabilities Leading Strategically Role models organisational agility Maintains Perspective Collaborating and Engaging Demonstrates Courage Deals with Paradox Leading Teams Motivates Others Develops Direct Reports Presence and Awareness Manages Conflict Leads with Ethics and Integrity Leading Performance Demonstrate Business Acumen Demonstrate Technical Expertise HEALTH AND SAFETY The Coordinator, Fees must: Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others and; Follow specific health and safety procedures as directed. RECORDS MANAGEMENT The Coordinator, Fees is responsible for overseeing the Records Management Program for their area. 8

9 ORGANISATION CHART Please see attached organisation chart that shows in relationship to this position; the position it reports to, direct reports and peers (where appropriate). Student Management Structure Manager, Progressions, Results & Conferral HEW 9 - (FTE 1) Unit Administrative Assistant HEW 4 - (FTE 1) Manager, Fees & HEW 9 - (FTE 1) Unit Administrative Assistant HEW 4 - (FTE 1) Coordinator, Coordinator, Coordinator, Coordinator, Progressions, Results Progressions, Results Progressions, Results Progressions, Results & Conferral & Conferral & Conferral & Conferral HEW 7 - (FTE 1) HEW 7 - (FTE 1) HEW 7 - (FTE 1) HEW 7 - (FTE 1) Coordinator, Fees Coordinator, HEW 7 - (FTE 1) HEW 8 - (FTE 1) Senior Officer, Senior Officer, Senior Officer, Progressions, Results Progressions, Results Progressions, Results & Conferral & Conferral & Conferral HEW 6 - (FTE 1) HEW 6 - (FTE 1) HEW 6 - (FTE 1) Senior Officer, Progressions, Results & Conferral HEW 6 - (FTE 1) Senior Officer, Fees & Senior Officer, Fees & HEW 6 - (FTE 1) HEW 6 - (FTE 1) Officer, Progressions, Officer, Progressions, Officer, Progressions, Results & Conferral Results & Conferral Results & Conferral HEW 5 - (FTE1) HEW 5 - (FTE1) HEW 5 - (FTE1) Officer, Progressions, Results & Conferral HEW 5 - (FTE1) Senior Officer, Fees & HEW 6 - (FTE 1) Officer, Progressions, Officer, Progressions, Officer, Progressions, Officer, Progressions, Results & Conferral Results & Conferrals Results & Conferral Results & Conferral HEW 5 - (FTE1) HEW 5 - (FTE 1) HEW 5 - (FTE1) HEW 5 - (FTE1) Officer, Fees & HEW 5 - (FTE 1) Officer, Fees & HEW 5 - (FTE 1) Officer, Progressions, Officer, Progressions, Officer, Progressions, Results & Conferrals Results & Conferral Results & Conferrals HEW 5 - (FTE 1) HEW 5 - (FTE1) HEW 5 - (FTE 1) Officer, Fees & HEW 5 - (FTE 1) Officer, Fees & HEW 5 - (FTE 1) Officer, Progressions, Officer, Progressions, Officer, Progressions, Results & Conferral Results & Conferral Results & Conferral HEW 5 - (FTE1) HEW 5 - (FTE1) HEW 5 - (FTE1) Officer, Progressions, Officer, Progressions, Officer, Progressions, Results & Conferral Results & Conferral Results & Conferral HEW 5 - (FTE1) HEW 5 - (FTE1) HEW 5 - (FTE1) Officer, Progressions, Results & Conferral HEW 5 - (FTE1) Officer, Progressions, Results & Conferral HEW 5 - (FTE1) 9

10 KEY SELECTION CRITERIA UTS: HUMAN RESOURCES Position Title Unit/Division or Faculty Coordinator, Fees SAU Student Management Skills and Attributes Capacity to motivate and lead others in an environment of continuous improvement and service improvement, and to manage staff to achieve on-going excellence in service delivery, individually and as part of a team. Demonstrated ability to interpret legislation and policy, particularly related to Higher Education fee setting. Demonstrated high level skill in the use of required technology including reporting and data manipulation functions and the ability to support the application of systems to processes including issues identification and solution development. Demonstrated ability to develop and maintain critical stakeholder relationships, applying tact and diplomacy to resolve issues. Demonstrated capacity to develop, implement and monitor high quality communications and information content to ensure stakeholders and customers are well informed. Demonstrated ability to analyse a range of governance requirements and translate these into compliant operations. Demonstrated analytical and problem solving skills, including the ability to identify emerging issues and root causes and ability to contribute to continuous improvement in operations, systems, policy, processes and service delivery. High-level interpersonal, oral and written communication skills, including excellent conceptual, presentation, influencing and negotiation skills. Knowledge Demonstrated understanding of the student lifecycle and the activities which support it. Demonstrated understanding of continuous improvement systems. Demonstrated knowledge of the fee setting environment, or equivalent financial knowledge or expertise. Comprehensive understanding of relevant government legislation particularly the Higher Education Support Act, including the ability to interpret and provide advice on Commonwealth policy with respect to fees and scholarships related matters.

11 Qualifications Degree with at least 4 years subsequent relevant experience; or extensive experience and management expertise in technical or administrative fields; or an equivalent combination of relevant experience and/or education/training. Experience Demonstrated experience in managing and coordinating staff in a complex environment, including performance management. Experience in coordinating competing priorities in a high pressure environment. Experience in a student administration environment desirable.