Administrative Assistant; Academic Operations

Job Posting

Title:

Administrative Assistant (Academic Operations)

Grade and Salary:
Grade 4 £ 24,215 - £26,707

FTE and working pattern:
Full time, Open ended
Based in Riccarton Campus, Edinburgh

Consideration will be given to flexible working requests

Holiday Entitlement: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

Organisation Name:
Registry and Academic Support - Academic Operations Division

The Global Registry and Academic Support Directorate supports our students and staff colleagues across the full student life cycle from enrolment to graduation. The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services.

It supports academic and professional services staff across the University in a number of areas, including academic, institutional and student related Regulations and Policies and global, national and institutional quality matters. It delivers these services through four Divisions, each managed by a Global Head, and two Head of Campus Registry.

• Student Life
• Online Students
• Academic Operations
• Academic Quality
• Head of Registry – Dubai Campus
• Head of Registry – Malaysia Campus

The Academic Operations Division consists of five teams:
Academic Operations Liaison, Academic Operations Support, Timetabling, Examinations, and Postgraduate Research Student Support. The work of the Administrative Assistant will be primarily related to the Academic Operations Support but will collaborate across all teams.

The Academic Operations Support Team is responsible for supporting all aspects of academic operations. These are activities where the primary service users are academics; or else the primary service users are students; but with significant academic input into the process. The team also helps to support the work of other divisions providing a pool of staff who can be assigned where administrative support is needed.

The role-holder will be responsible for general administration and supporting academic operations processes, such as: processing marks and grades; processing the outcomes of mitigating circumstances, appeals, and discipline cases; minute-taking at boards of examiners and studies committees; answering academic staff enquiries; and answering student enquiries related to their studies. The role-holder may also be required to support other key functions of the Academic Operations Team, such as examinations or timetabling;

as well as other Divisions of RAS, for example, supporting student first line support, graduations, or helping to gather data for quality and PSRB purposes.

• Assist with administrative processes related to meetings, academic boards and committees – including Boards of Examiners and School Studies Committees – from scheduling, to organising, minuting and post-board/committee processing.
• Assist with preparations across a range of activities within the Academic Operations Support Team. For example, examinations, Progression and Award Boards, or student assessment.
• Assist with all aspects of processes which can impact students’ marks, grades and awards – including updating student records according to the outcome decisions for mitigating circumstances, appeals and discipline cases.
• Assist with record keeping – work closely with the Senior Admin Assistants and academics to ensure student records are maintained and archived as per University regulations.
• Archive coursework, examination scripts and dissertations as outlined in the University’s data management policies and archive samples for accreditation purposes.
• Respond to queries from staff, students and external partners regarding academic operations processes, referring more complex queries to Senior Admin Assistants or Academic Operations Team Managers, as appropriate.
• Provide secretarial and administrative support to RAS management.
• Undertake other tasks related to academic operations as…