Programmes Administrator
University of Glasgow
United Kingdom

Job Purpose

To provide effective and proactive professional services support for the Adam Smith Business School’s postgraduate programmes to ensure an excellent service and experience for students and staff.

Main Duties and Responsibilities

1. Coordinate the administration of postgraduate courses by:
• Working effectively with Programme Convenors, Course Coordinators, Dissertation Coordinator and other relevant colleagues to ensure that programmes and courses run smoothly
• Organising teaching timetables and room bookings, including the allocation of nominated tutors
• Reviewing and maintaining programme and course documentation, incorporating all changes to policy and regulations on an annual basis, and ensuring consistency and accuracy
• Managing enrolment on MyCampus (student records system), proactively monitoring enrolment to ensure that classes are filled optimally and new classes are scheduled when required
• Monitoring student attendance and taking follow-up action in accordance with School protocols
• Organising collection of student feedback on courses using EvaSys in accordance with School policy, communicating effectively with all relevant parties
• Administering and supporting the approval process for new courses and course changes
• Maintaining MyCampus for relevant degree programmes
• Maintaining programme-related web pages
• Producing and analysing course and student data for quality assurance and enhancement purposes, including annual monitoring and Periodic Subject Review
• Collating information required for requests made under freedom of information and data protection legislation

2. Provide comprehensive support to students by:
• Acting as key point of contact, resolving as many queries as possible and redirecting when required, while proactively improving the flow of communication to students
• Creating and maintaining accurate student records on MyCampus
• Liaising with University Services in relation to student progress, records, and assessment results
• In conjunction with relevant colleagues and services, providing appropriate support and guidance to students who are experiencing difficulties and maintain systems designed to identify such students to allow effective intervention
• Supporting students with disabilities, ensuring that agreed provisions are delivered in conjunction with teaching colleagues
• Collating and providing information required for student appeals, conduct cases and complaints

3. Create, develop and maintain courses in the virtual learning environment (Moodle), ensuring that content is relevant, accurate, up-to-date, and presented to a high standard in accordance with School templates.

4. Coordinate and administer assessment by:
• Creating and processing exam papers and assignment briefs
• Scheduling, preparing and setting up processes for exams and assignment submissions
• Creating and updating assessment structures on the School’s Assessment Management System (AMS)
• Supporting marking, moderation and External Examiner review processes
• Recording and calculating student grades, applying relevant regulations
• Processing students’ Good Cause claims
• Preparing documentation for Board of Examiners’ meetings
• Producing statistical data to identify students for the purposes of progression and prizes and to review student performance
• Clerking Board of Examiners' meetings
• Publishing student grades, accurately

5. Clerk relevant Committees by preparing and distributing agendas, liaising with members, recording and circulating accurate minutes, and ensuring all actions are completed, escalated as required and reported to members.

6. Provide comprehensive support for broader postgraduate programmes administration by:
• Organising and taking part in School and Subject events, including activities such as prize-giving, induction, graduation and open days
• Undertaking School-level projects and tasks allocated by senior colleagues

Knowledge, Qualifications, Skills and Experience

A1 SCQF 7 (Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent.
A2 Comprehensive knowledge of Microsoft Office.
A3 Knowledge of developing, revising and implementing administrative processes.

B1 Good knowledge of University structures, policies and procedures (including but not limited to those governing learning, teaching and assessment, support for students with disabilities, data protection legislation, health and safety policies).
B2 Knowledge of University regulations relevant to programmes, courses and students.

C1 Excellent organisational skills and demonstrable ability to prioritise work efficiently and multi-task.
C2 Able to work proactively and problem-solve, using initiative and with limited supervision.
C3 Able to deliver work characterised by high levels of accuracy, attention to detail and of a professional standard at all times.
C4 Excellent communication and interpersonal skills, demonstrating tact, diplomacy and confidence to communicate effectively with students and colleagues across different levels and in a multicultural context.
C5 Excellent written communication skills for the purposes of producing student documentation, correspondence, developing content for Moodle/web pages and to produce accurate and high-quality minutes of meetings.
C6 Well-developed influencing and negotiating skills to ensure the delivery of highly effective programmes administration.
C7 Highly effective use of a range of IT systems combined with capacity and willingness to learn and implement new systems.
C8 Able to work as part of a team to build highly effective relationships and deliver excellent support to academic and professional services colleagues and students.
C9 Able to maintain a positive, enthusiastic attitude when dealing with challenges and change.

E1 Significant relevant work experience with evidence of personal development in a similar role.
E2 Experience of developing, revising and implementing administrative processes.
E3 Experience of delivering a customer-focused service which will provide excellent support for staff, students and other stakeholders.

F1 Experience of working in a higher or further education environment and/or working with international students.
F2 Experience of using university IT systems – MyCampus, Moodle, PIP, CMIS or equivalent.
F3 Experience of analysing data and producing pivot tables, graphs and charts in Excel.
F4 Experience of delegating to and supervising the work of others.

Job Features

Deal with enquiries/resolve problems and maintain records for 200-300 students.
Coordinate and support c.30 academic staff members, including adjunct staff and GTAs, contributing to courses.
Work as part of a team of c.40 Learning and Teaching Professional Services staff.
Clerk approximately 10 meetings per year.

Planning and Organising
Plan an annual cycle of events in advance to ensure the smooth running of courses for staff and students.
Plan work effectively to permit delegation of appropriate tasks to a Postgraduate Programmes Assistant, monitoring and providing feedback as required. 
Be proactive in organising all aspects of course and assessment administration, scheduling all activities and meetings well in advance and communicating with students, staff and External Examiners.
Plan effectively for significant peaks in workloads to ensure these are manageable and high quality support for staff and students is maintained.
Cope with and be proficient in the event of frequent, unexpected and conflicting changes in workloads and with tight deadlines and changing priorities across a diverse workload.

Decision Making
Be self-directed in preparing, and working to, the annual cycle of course activity.
Display a high level of ownership for the effective administration of courses.
Exhibit a high level of confidence in making decisions within agreed boundaries and referring appropriately outwith these.
Ensure that University policies and regulations are applied appropriately and understand the implications of non-compliance for students and colleagues.
Prioritise tasks to a high standard, demonstrating awareness of impact on students and staff at all times.

Internal and External Relationships
Build and maintain excellent working relationships:
Programme Convenors, Course Coordinators and other relevant academic colleagues, including adjunct staff and GTAs.
Postgraduate Programmes Manager.
Programmes Officers, Administrators and Assistants.
Student Experience Manager.
Postgraduate Student Advisers.
School Quality Enhancement and Assurance Team.
Other School Professional Services colleagues.
University services such as Timetabling, Library, Print Unit, Registry and IT.
Cognate Subjects, Schools and College staff. 
Provide a point of contact for parents/guardians, complying with GDPR at all times.

Problem Solving
Act as the first point of contact for postgraduate enquiries, resolving the majority and referring appropriately while being proactive in understanding the nature of enquiries and taking initiative to reduce volume.
Use knowledge, experience, initiative and judgement to identify how to pre-empt and resolve problems.
Review processes and practice to maximise efficiency and effectiveness.

The post holder should be flexible in relation to job content in response to the evolution of programmes, learning, teaching and assessment methods and changes in policies, regulations and systems. 
Be flexible in working pattern to support out-of-hours student events. 
May be required to attend student trips, locally and overseas.


Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 5, £22,017 - £26,243 per annum.

This post is full time (35 hours per week) and is fixed term until 8 June 2020.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.

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