Senior Associate

Specific Responsibilities

• Managing Shared Mailbox - Efficiently manage the university's shared mailbox, ensuring timely responses and appropriate handling of incoming communications.
• Sending Student Letters - Prepare and dispatch official correspondence to students, including letters related to attendance, schedule changes, and other relevant matters.
• Preparing and Managing Attendance Trackers and Reports
• Develop and maintain attendance trackers, ensuring accurate recording of student attendance data. Generate attendance reports on a regular basis.
• Notifying Staff and Students of Schedule Changes and Cancellations
• Effectively communicate any schedule changes or cancellations to both staff and students, facilitating smooth transitions.
• Sharing Information with Students - Disseminate important information to students, including reminders, event notifications, and policy updates, through various channels.
• Sending Absence Emails to Students - Issue absence notifications to students, ensuring clear communication regarding their attendance status.
• Reminding Tutors Regarding Attendance Tracking - Prompt tutors to complete attendance trackers in a timely manner and report any discrepancies or neglect in attendance recording.
• Attendance Monitoring - Monitor student attendance patterns and identify areas for intervention or support as necessary.
• Meeting minutes - Compile and disseminate weekly meeting minutes, highlighting key metrics and insights for internal review.
• Talking to Students (Attendance) - Engage with students directly to address attendance-related concerns, providing guidance and support as needed.
• Sharing Student Status Information with Different Teams -Collaborate with other university departments to share student status information upon request, facilitating seamless coordination and support.
• Preparing Student Lists and Management - Generate and manage student lists for various purposes, such as enrolment, assessments, and academic planning.

Teamwork

• Support colleagues to provide an efficient, flexible, proactive customer focused service.

Professional Skills

• Actively take responsibility for your own personal career development in all respects.
• Through active networking and research develop an awareness and knowledge of the Higher Education sector.
• Enhanced Microsoft Office skills, in particular Excel and Word.
• Enhanced database skills

Additional tasks

• Student Communication Through Calls - Conduct phone communication with students regarding elite programs, intermission, re-admission, assessments, and financial matters as needed.
• Sharing and managing Calendars - Coordinate the sharing of calendars with tutors and students to facilitate scheduling and communication.
• Gathering Information for Intermission/Re-admission Requests - Collect and collate necessary information for intermission and re-admission requests, ensuring accuracy and completeness.
• Preparing and Updating Live Data Reports - Develop and maintain live data reports for new student intakes, providing real-time insights into enrolment and demographics.
• Other Reports - Generate additional reports as requested, providing analytical support and insights to inform decision-making processes.
• Induction/Orientation Attendance
• Manage attendance records for induction and orientation programs, ensuring smooth onboarding experiences for new students.

Essential

• Fluency in English, ideally professional writing as well
• Strong organizational and communication skills.
• Proficiency in IT, including intermediate skills in MS Excel, mail merge, and ideally PowerBI (desirable).
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Attention to detail and a commitment to accuracy in data management.
• Ability to work collaboratively with diverse teams and stakeholders.
• Experience in a similar administrative role within the education sector is advantageous.

Desirable

• Ability to identify opportunities for improvements to practices.

Behavioural

• Customer focused attitude to work
• Flexible, positive
• Ability to remain calm under pressure.
• Conscientious and committed to the organisation and department.
• Commitment to team-working and support Methodical approach.
• Able to work independently, but also part of a wider team.
• Customer-focussed attitude to work
• Excellent attention to detail
• Able to deal calmly and professionally with difficult situations.