Position Summary

The Academic Administration Officer is responsible for coordinating and administering academic operations to support student progression, assessment management, examination processes, enrolment administration, compliance requirements, and academic governance activities. The role works closely with the Dean, Heads of School, academic staff, professional staff, students, and committees to ensure the efficient delivery of academic and administrative services and compliance with Higher Education Standards, CRICOS requirements, and institutional policies.

Key Responsibilities

• Provide enrolment and progression reports to academic staff, including late enrolment reports.

• Support projected enrolment planning and student load forecasting.

• Monitor student academic progress and identify students at risk of unsatisfactory academic performance.

• Issue and monitor Course Progress Warnings and academic probation requirements.

• Conduct intervention meetings with students identified as academically at risk.

• Liaise with academic staff and students when academic progression conditions are not being met and ensure appropriate procedures are followed.

• Coordinate and administer final examination processes, including examination scheduling, room allocations, invigilator rosters, and management of examination clashes arising from Recognition of Prior Learning (RPL), failed units, or enrolment variations.

• Format and prepare final examination papers and associated documentation.

• Maintain records of student assessment submissions and assessment outcomes.

• Compile, verify, and record grade results for Examiner Meetings.

• Coordinate moderation processes, including moderation forms and Unit Convenor documentation.

• Prepare examination and assessment reports as required.

• Follow up with students who have failed units and provide guidance regarding progression and re-enrolment options.

• Assess and process applications for reduced study loads, overloaded study loads, leave of absence, suspension, and deferral.

• Evaluate applications for Special Consideration and Alternative Assessment, including review of supporting evidence and consultation with academic decision-makers.

• Support the Finance Department regarding approved enrolment variations and study load changes.

• Coordinate RPL assessments with assessors and relevant academic staff.

• Investigate academic misconduct matters, including Turnitin reports and plagiarism concerns and coordinate meetings and consultations with the Dean and/or Head of School where required.

• Prepare and issue formal academic misconduct outcomes to students.

• Support the student appeals process by reviewing documentation, coordinating investigations, preparing committee papers, and communicating outcomes following committee decisions.

• Provide administrative support to academic governance committees and meetings.

• Ensure academic administration processes comply with Higher Education Standards Framework requirements, CRICOS obligations, institutional policies, and regulatory requirements.

• Liaise effectively with students, academic staff, professional staff, and external stakeholders.

• Undertake other academic administration and student services duties as directed by the Administration Manager, Dean, CEO, Head of School, or other authorised managers.

Skills and Experience

• Experience in higher education administration or student services.

• Strong understanding of academic administration processes, assessment management, and student progression requirements.

• Excellent organisational and time management skills.

• Strong written and verbal communication skills.

• Ability to manage confidential information with discretion.

• High attention to detail and accuracy.

• Experience with Student Management Systems and Learning Management Systems.

• Ability to interpret and apply policies, procedures, and regulatory requirements.