Administrative Assistant

**Description**:
Jesus College seeks an Administrative Assistant to support the efficient running of the College’s busy Academic Office. This is a part-time role of 28 hours per week. Working pattern to be confirmed at appointment, with flexibility required to work additional hours at busy times, to be compensated for by time off in lieu.
The person appointed will provide support for the Academic Director and Academic Registrar, in relation to the administration of undergraduate student matters. They will also assist the Admissions Officer with tasks relating to the Undergraduate Admissions Exercise. They will deal with a wide range of matters, often urgent, and sometimes sensitive and confidential. They will have to exercise judgement about the course of action required. The workload on the office can be demanding, requiring first class judgement, personal organisation and flexibility as well as an ability to work to deadlines.
It is anticipated that interviews will be held on **30 January 2025**.

**Key Responsibilities**:
The Academic Office Administrative Assistant will have responsibility for the effective day-to-day administration of the Academic Office business
Provide administrative support for Academic Director and all other Academic Office staff
- Efficiently organise meetings, including booking rooms, preparation and circulation of papers, and arranging appropriate catering, when required
- Undertake reception duties: being the first point of contact for student and academic visitors to the office; fielding queries and offering appropriate support
- Maintain the Academic Office stationery supplies and photocopier provision, and maintain the Office leave chart template
- Maintain student records used and/or created by the Academic Office Create online forms via the Online Submission Portal for obtaining data

Academic/Student Administration
- Organise Collections (College internal mock exams)
- Organise Annual Progress Reviews (short meeting between the Principal, Student, and Tutors)
- Maintain the undergraduate tuition report database (TMS): processing and approving submitted TMS reports that do not involve payments; allocating students to tutors; authorising new tutors; printing out students’ reports for tutors.
- Maintain student records and keep up-to-date data on: course transfers, suspensions, and withdrawals; exam results; scholarships and prizes on the relevant databases. Produce Undergraduate Tuition Lists; Year Abroad Forms; UG Leavers’ List; Student Funding Spreadsheet
- E-vision: maintenance of UK and EU financial support information and printing out examination results for UGs
- Student/Tier 4 Visa Monitoring: monitor attendance of students on Student/Tier 4 visas; follow up on expired visas on E-vision; report to Students Information and Immigration Team
- ERM records: keep student records up-to-date; create workflows for annual roll-over
- Manage the Development Fund grants (currently Internship Awards, Dissertation Awards, and Extended Research Project Awards)
- Support the undergraduate admissions exercise by providing assistance to the Admissions Officer
- Support the undergraduate induction process, including tasks such as preparation of induction packs, arranging and collating photographs (UG and PG), sending out ‘parenting’ letters
- Prepare for Freshers’ events, including collating responses, booking rooms for Freshers’ Drinks and International Reception, and organising table plans for Welcome Dinners
- In consultation with colleagues, coordinate the booking of rooms for exams in College
- Order Bodleian Library cards for students, as required
- Keep academic staff web profiles updated; add new starters and remove leavers as necessary
- Produce the End-of-Year Statement ready for enrolment and to provide to the Academic Records Office
- Maintain and file records in the digital files

Support Student
- Support the arrangements for Principal’s hospitality for undergraduates: organisation of termly events; room bookings, invitations, collating responses
- Support the annual scholarships and exhibitions; termly Collection and progress prizes; preparation of standard letters to students; Blackwell’s book prize statements; updating the Exam Tracker; prize list for publication
- Provide the administration for Vacation Grants and Book Grants for students
- Produce records of academic achievement, such as transcripts and confirmation letters/documentation for students
- Verify past students’ education when asked by screening agencies
- Process Language Course reimbursements for students who successfully complete the course

**Skills, Knowledge and Expertise**:
**Essential Criteria**
- Experience of managing administrative processes and reception or customer facing work.
- Ability to work accurately maintaining exemplary attention to detail even when very busy.
- The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing wh