Senior Student Office Administrator

5 months ago

South Kensington, United Kingdom Imperial College London Full time

This is an exciting opportunity for an experienced administrator to develop their career in a busy teaching environment.

This post is suitable for enthusiastic and meticulously organised applicants, with relevant administrative experience within an education setting to provide high level support to the Student Office team in the Department of Materials.

Based in the Student Office the post holder will support the efficient administration of all taught programme teaching, responsible for the administration and operational aspects of the timetabling, exam organisation and options management. The post will work directly with the Teaching Operations Manager, Director of Undergraduate Studies, Senior Tutor (UG & MSc) and MSc Programme Directors.

**Duties and responsibilities**:
**To provide a high level of service within the Student Office, including**:
**Examinations**
- To undertake all operational aspects of examination preparation arrangements throughout the term (including summer August re-sits) including arranging the printing of exam/test papers, arranging special exam requirements, setting up of examination venues, including the creation of registers, exam student labels, room plans etc.
- To ensure the correct and secure collection and administration of examination scripts while maintaining confidentiality throughout the process.
- To oversee the collection and entry of all marks for examinations and to ensure that deadlines are met with issues highlighted to DUGs and Teaching Operations Manager as appropriate.
- To assist the Senior Tutor to compile the exam results for each module and programme as required.
- To oversee invigilator training, allocation (internally and externally) for examinations and tests.
- Responsible for ensuring all examinations and tests are managed efficiently by ensuring enough invigilators alongside themselves, student office assistant on the physical days themselves.
- To minute all Examination Boards and maintain accurate records of decisions. Including making committee arrangements, assisting with the preparation of the agenda and committee papers and carrying out follow-up actions as required.
- To assist examination paper preparation ensuring that the papers (both paper based and digital versions) conform to the regulations, have been approved by the External Examiners and that all amendments have been checked and recorded.
- To audit examination procedures and processes on a regular basis, and consider technological or process solutions for improvements and efficiencies.
- To assist with enquiries from External Examiners and Registry staff.
- To create results data and to publish results to the student online learning environment (as and when required).

**Timetabling**
- Coordinating timetable development prior to the start of ach teaching year to ensure the timetabling data is provided by the Teaching Staff and input into CELCAT, the College Timetabling System in a timely fashion. Systematically raising and resolving issues as they arise
- Ensure all students are in there correct teaching groups for labs, lectures, workshops, personal tutorials, IDX modules, I-Explore, BPES modules etc as information is provided from the teaching fellow teams
- Ensure the timetable is clash free by coordinating negotiations for appropriate space.

Student Options
- Management of the student option selection process and ensuring the selections correspond to their degree programme.
- To be responsible for ensuring that data is accurate, up-to-date and complete (Blackboard Learn, Panopto, Banner and other college management systems) and for ensuring all students have the correct modules listed for their degree programmes.
- Providing student information as required to other engineering departments for IDX modules, BPES, I-Explore and Horizons etc.

**Essential requirements**:

- Degree level qualification or equivalent relevant experience.
- Knowledge of Higher Education procedures and policies.
- Experience of compiling course handbooks, programmes, timetables etc or similar documents
- Experience of supporting academic staff in the delivery of lectures, course assessments and administrative processes, e.g. providing updates about changes to lecture venues/dates etc.
- Experience of timetable modelling and information gathering or equivalent.
- Experience of using IT packages, including Excel and Access (or other databases) for collating and managing data
- Expert user of Celcat or an equivalent timetabling software package
- Experience of accurately managing and manipulating large quantities of data with Excel in a professional context
- Ability to pay meticulous attention to detail, work to a high level of accuracy and to deadlines whilst in a pressurised environment
- Proven ability to plan and manage a range of projects at any one time
- Highly developed interpersonal skills, with the ability to deal pleasantly, confidently and effectively with a wide range of internal and extern

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