Course Administrator

COURSE ADMINISTRATOR

The Course Administrator is responsible for the management of all aspects of the administrative processes within the Faculty.

The Course Administrator is expected to work very closely with the Faculty lecturing staff including Year Heads, Programme Leaders, and the Head of Faculty. In addition the course administrator is also expected to work closely with support departments such as Academic Administration, Registration, Admissions, Marketing, Graduation, International Office, Examinations Office, Accounts, etc.

In particular, the role of the course administrator helps coordinate:

Better communication among the Faculty members, both full and part time

•Better communication between the Faculty, students and support departments

•Timely resolution to problems raised by students and/or lecturers

Specific responsibilities:-

Students

•Deferrals (advising students, assembling relevant documentation)

•Induction – ensuring First Year Induction Programmes runs smoothly

•Keeping paper/soft copy files updated

•Ensuring students are registered for the correct subjects

•Graduation ceremony

•Preparing parchments

•Being present to ensure all goes smoothly

•Preparation/distribution of timetables

•Communication – contacting/informing student through Moodle/email/noticeboards etc.

•Open nights – handling student queries

Lecturers

•Distribution and analysis of attendance sheets

•Distribution and analysis of lecturer assessment forms

•Informing classes (by phone/text or in person) of lecturer cancellations

•Dealing with general lecturer queries about procedures/policies

Assignments

•Taking in assignments

•Posting assignment marks

•Dealing with queries about assignment extensions

•Inputting all assignment results to

•Signing off that the correct number of papers is returned to the exams office

•Invigilating

•Organising signing off / return of the papers with the lecturer

•Inputting exam results

•Updating rechecks

•Preparing exam room and assessment material for external examiner/assignment inspection

•Dealing with student queries regarding the results

•Preparing analysis of results for Exam Boards and Annual Programme Reports

•Assisting at Academic Misconduct cases

Examinations

Library

•Informing the library of new lecturers and new courses.

•Liaising with the library staff regarding relevant booklists each semester.

•Informing the library staff of class numbers each semester.

Accounts

•Informing Accounts of students who have deferred/terminated/taken on additional subjects

•Ordering stationery supplies

•Raising purchase orders where necessary

IT Services Department

•Liaising with IT Services to generate student/lecturer passwords for Moodle

•Organising support for equipment being used by lecturers (particularly guest lecturers)

Maintenance

•Informing Maintenance of any general maintenance work to be done

•Liaising with them regarding special requirements for a class (e.g. the movement of projectors between rooms)

General

•Providing administrative support to Faculty Head and Programme Leaders

•Supplying faculty information to other departments as required

•Miscellaneous mail merges to lecturers and students

•Booking rooms using CMIS

Any other reasonable duties as directed by the Head of Faculty for which you have been provided with the requisite knowledge and training.

Potential Changes to Job Description:

Job Descriptions are essentially dynamic documents and they should reflect the ongoing changes within particular jobs and departments. Thus, we emphasise that this Job Description is not a static document and is subject to change as the needs of the business demand.