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Position Description Coordinator, Program Administration

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Position Description Coordinator, Program Administration Position Description Position title: Coordinator, Program Administration School/Section/VCO: Registrar Services, University Registrar’s Directorate Campus: SMB campus Classification: Within the HEW Level 7 range Time fraction: Full-time Employment mode: Continuing employment Probationary period: This appointment is offered subject to the successful completion of a probationary period. Sharon Austin – Manager, Registrar Services Further information from: Telephone: (03) 5327 8108 E-mail: [email protected] Recruitment number: 849402 Background Federation University Australia (FedUni) is a modern, progressive university providing high- quality vocational and higher education across a national and international network of campuses. The University has a distinguished history as the University of Ballarat, one of Australia’s oldest higher education institutions. It became Federation University Australia in January 2014 upon amalgamation with Monash University’s Gippsland Campus. Our campuses span Ballarat, Berwick, Gippsland and the Wimmera in Victoria. A new campus in Brisbane, Queensland, provides further opportunities for international students and student mobility. Registrar Services is responsible for overseeing the accuracy and quality of program and course information in the student management system, external publications and University Schedules governed by regulations along with student enrolments and timely student completions and graduations within a compliance framework. Position summary The Coordinator, Program Administration is responsible for the accurate publication of program, course and subject information on University Schedules and Registers, Course Finder and external government websites F E D E R A T I O N U N I V E R S I T Y A U S T R A L I A 1 Position Description Coordinator, Program Administration Key responsibilities 1. Manage the collation of relevant information for the configuration of curriculum data enabling accurate and efficient admission, enrolment, completion and reporting processes. This includes maintaining oversite of data configuration and troubleshooting in the Student Management System and other related applications. 2. Manage and support the Program Management & Completions team to achieve objectives, by identifying and providing ongoing training and development in relevant policies, procedures, guidelines, systems and practices to ensure quality of curriculum data. 3. Coordinate the publication of accurate and compliant program and subject information for the University, including Schedules, Registers, Course Finder, HITS, My Skills and the Skills Gateway. 4. Review, develop and implement process improvements enhancing productivity and efficiency of program management and completion processes, including updating associated policy and procedural documentation as required. 5. Provide expert advice to Schools & Directorates regarding programs and subjects changes, strategic development and implementation, including the opening for enrolments based on University, State and Commonwealth Government regulations. 6. Develop and maintain processes providing effective quality assurance and compliance of program information in the Student Management System, in relation to HESG, HEIMS, ASQA, TEQSA, AQF, VRQA and University legislation/regulation, including identifying and implementing quality assurance checks and process/system updates. 7. Ensure the implementation of quality assurance recommendations by the Curriculum Committee. This includes updating existing forms, procedures and advising School Boards and other School committees of changes and updates. 8. Work collaboratively with the Coordinator, Completions and Coordinator, Graduations in relation to program management, completion and graduation requirements and timelines. 9. Work closely with stakeholders to negotiate and resolve problems relating to program management and completion data and information. This includes but is not limited to Schools, Academic Services, Student HQ, CUP, Data and Reporting, Finance and Academic Secretariat. 10. Reflect and embed the University’s strategic purpose, priorities and goals when exercising the responsibilities of this position. For a more complete understanding and further information please access the Strategic Plan at: https://federation.edu.au/about-us/our-university/strategic-plan. 11. Undertake the responsibilities of the position adhering to: The Staff and Child Safe Codes of Conduct and Conflict of Interest Policy and Procedure; Equal Opportunity and anti-discrimination legislation and requirements; the requirements for the inclusion of people with disabilities in work and study; Occupational Health and Safety (OH&S) legislation and requirements; and Public Records Office of Victoria (PROV) legislation. Level of responsibility The Coordinator, Program Administration works under the broad direction of the Manager Registrar Services. F E D E R A T I O N U N I V E R S I T Y A U S T R A L I A 2 Position Description Coordinator, Program Administration The position is responsible for the supervision and workload management Program Management and Completion team. The Coordinator, Program Administration ensures program mangement processes, including publishing requirements, are effective, efficient and meet strict timelines. The position is required to solve a range of problems independently and to demonstrate initiative in dealing with program management matters on a daily basis. Ensuring that relevant policies, procedures, guidelines and processes of the Universtiy are adhered to and adapted to meet changes in legilative requirements. Training and qualifications Completion of degree with at least four years subsequent relevant work experience; or Extensive experience and management expertise in technical or administrative fields; or an equivalent combination of relevant experience and/or education/ training. Position/Organisational relationships The Coordinator, Program Administration reports to the Manager, Registrar Services and supervises a team of staff. The position is responsible for building and maintaining relationsips with key stakeholders, both within and external to the university. In addition the position is responsible for supporting the Coordinator, Completions and other areas of Registrar Services. Key selection criteria Applicants must demonstrate they are able to undertake the inherent responsibilities of the position as contained in the position description and are able to meet the following key selection criteria: 1. Completion of a degree with at least four 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. 2. Demonstrated experience and success in planning and coordinating the management of information confirguation and publication processes to deliver timely and accuracte data, including managing multiple tasks and conflicting deadlines. 3. Demonstrated database management experience, including the storage and retrieval of information and the ability to manage and resolve system issues. 4. Demonstrated understanding of completion verification requirements, completion letter processes and reporting to registered bodies. 5. Demonstrated ability to interpret and apply relevant policies, procedures and legislation in daily responsibilities of this position. 6. Demonstrated negotiation skills, including the ability to manage difficult situations diplomatically and tactfully. 7. Demonstrated interpersonal skills, including the ability to work independently and in a team environment. 8. Demonstrated alignment with the University’s commitment to child safety. It is not the intention of the position description to limit the scope or accountabilities of the position but to highlight the most important aspects of the position. The aspects mentioned above may be altered in accordance with the changing requirements of the role. The University reserves the right to invite applications and to make no appointment. F E D E R A T I O N U N I V E R S I T Y A U S T R A L I A 3 .
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