Undergraduate Studies Administrator

2 weeks ago

Oxford, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID: 13359- Do you have senior academic administration experience? Do you enjoy providing excellent service for potential students? Would you like to work at a renowned Oxford University Institution?- We are currently recruiting for an Undergraduate Studies Administrator position which may be perfect for you. Further details below:
- Reporting to the Head of Administration & Finance, the Undergraduate Studies Administrator (USA) will provide comprehensive academic administration services in support of the Fine Art undergraduate degree and the undergraduate admissions process, and examinations. This role offers the appointee a full range of the experience of academic administration - from pre-admissions through to examination - within a small unit in which you will come to know all the staff and students, in many cases working directly with them. As such, you can expect to find it both highly rewarding in itself, and an excellent platform for developing a career in academic administration.**Main Duties and Responsibilities**

**1.** **Academic Administration - Undergraduate Student Administration & BFA Admissions**

a. On-course support
- Provide comprehensive administrative support to the Director of Undergraduate Studies, BFA Year Tutors (academic postholder roles) and, as required, all teaching staff on the Bachelor of Fine Art (BFA) undergraduate degree programme.
- Oversee and update the academic calendar and support academic colleagues in the timetabling and resourcing of tutorials, lectures, seminars, group crits, skills workshops and any other undergraduate teaching sessions, including uploading to, and maintaining, the School’s Virtual Learning (VLE) platform, Canvas;
- Manage the Institution's area of the online Tutorial Management System to enable tutors to submit termly reports on their tutees, and support tutors in this activity as required;
- Service and attend the termly Academic Committee; attend the termly Undergraduate Joint Consultative Committee; attend other School committees as required by the Head of Administration and/or Head of School.
- Respond to course-related enquiries from current undergraduate students, liaising with the Director of Undergraduate Studies, and other course tutors as necessary.

b. Admissions support
- Liaise with admissions tutors (or equivalent) in Fine-Art admitting colleges before, and after the annual admissions round.
- c. Examinations support
- Provide administrative support to the Chair of the Preliminary and Final Honour School examinations, including, but not limited to: making arrangements for coursework submissions on Inspera (the University’s online submission platform for examined work) and downloading and distributing work for examination to the examiners; collation of individual student mitigating circumstances received from the Proctors for submission to, and consideration of, the relevant Chair of Examiners.

**2.** **Communication: Course Information & Promotion**
- Work with relevant academic colleagues, and Undergraduate Admissions team, to effect any changes to the Fine Art entry for the OU prospectus and other requests
- Update undergraduate pages (admissions, and on-course) of School website
- Maintain the currency of the School’s Canvas (VLE) site, and use it as a platform for provision of UG course-related information for staff and students

**3.** **Student Welfare**
- Support BFA students in identifying and accessing appropriate pastoral and health care and counselling from within the collegiate university, in response to enquiries.
- Liaise with college and departmental staff as appropriate to receive, raise, and report concerns about undergraduate student health and welfare.
- Serve as departmental first point of contact for, and liaise with, University Disability Advisory Services, for undergraduate students in Fine Art, and supporting tutors in identifying appropriate adjustments as necessary.
- Person specification

**Essential**:
1. Flexible approach to work, and a dedication to providing excellent customer service to all colleagues and students.

2. Demonstrable ability to work constructively and enthusiastically as part of a team.

3. Excellent organisational skills, including the ability to manage own workload without close supervision, prioritising tasks as necessary.

4. Demonstrable ability to work under pressure, meeting strict deadlines and maintaining excellent attention to detail.

5. Excellent communications skills, in writing, in person and by telephone; able to communicate clearly and appropriately with students and staff at all levels, using tact and discretion.

6. Ability to work independently and to take responsibility for their own decisions.

8. Experience of committee servicing, with the ability to handle confidential information appropriately.

9. Strong literacy (English language) and numeracy skills, including a good level of secondary education.

10. Good IT skills, including MS W

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