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Program Administrator

Private Company - Prince Of Wales, QLD

Any Industry
Source: uWorkin


  • One of Australia’s leading research & teaching universities
  • Vibrant campus life with a strong sense of community & inclusion
  • Enjoy a career that makes a difference by collaborating & learning from the best

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.

The Faculty of Science teaches approximately 7000 full-time student equivalents, with an academic staff of approximately 600 and general staff of 300. The Faculty is one of the largest and most complex faculties of UNSW Sydney. It comprises the Schools of Aviation, Biological Earth and Environmental Science (BEES), Biotechnology and Biomolecular Sciences (BABS), Chemistry, Materials Science and Engineering (MSE), Mathematics and Statistics, Psychology, and Physics. It also includes a number of major Research Centres and field stations.

Embedded in the School of Aviation, the Program Administrator will drive the continuous improvement cycle for student services within the School, and will oversee the functions for enquiries management, student communications and placements and business process improvement.

The Program Administrator is responsible for providing administrative support to the School for the smooth running of degree programs. The role oversees program level administrative activities that assist students enrolled in one or more programs of study. The role is also responsible for providing strong administrative teaching support to stakeholders to ensure that the School’s teaching function is delivered efficiently as required.

About the role

  • $75K - $95K plus 17% superannuation and annual leave loading
  • Fixed Term – 2 years
  • Full-time (35 hours per week)

The role of Program Administrator reports to the School Manager, with a dotted line to the Faculty Business Partner, Student Client Services and has no direct reports.

Specific responsibilities for this role include:


  • Provide efficient administration support for aspects of the Faculty degree programs including, but not limited to:
  • Program admissions
  • Class scheduling, timetabling and monitoring enrolments o Assessment administration (planning, collating and coordinating submission of grades;
  • Examinations (including online, distance and supplementary exams);
  • Quality assurance and accreditation of programs;
  • Monitoring of students’ progression
  • Coordinate aspects of Honours administration (including applications, enrolment and assessment processing)
  • Managing student cohorts
  • Creation of online Moodle courses as required
  • Report on class utilisation and forecasting future enrolment numbers to assist Schools with future term planning.
  • Provide input to and/or produce various marketing materials including websites, study planners and brochures.
  • Update the content of the Academic Curriculum Information System, including ensuring the online handbook, course catalogue and the website are accurate as required.
  • Establish and maintain high level communication and administration in regard to the Learning Management System (LMS) to support the School’s TELT activities.
  • Act as a triage point for the School and Tier 3 escalation point, providing high quality customer service to prospective and enrolled students and staff and in co-ordination with the student services team, address and resolve complex individual student issues and enquiries requiring extra support through the provision of one-on-one appointments for students.
  • Keep thorough, accurate and up-to-date case notes, and ensure all advice work is delivered to agreed quality and consistency standards.
  • Contribute to the effective and efficient administration of Faculties and Schools programs, including the review and development of new working practices that support the highest quality student experience.
  • Liaise with the Academic Learning and Teaching Coordinators in Schools and industry partners to administer conferral of student prizes and arrange awards events as required.
  • Ensure compliance with regard to confidentiality and ethical practices and ensure privacy is maintained in carrying out day-to-day operations.
  • Align with and actively demonstrate the UNSW Values in Action: Our Behaviours and the UNSW Code of Conduct.
  • Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health and safety of yourself or others.

Level 6 (in addition to the above)

  • Develop, maintain and apply a depth of knowledge and expertise relating to a number of academic programs.
  • Provide advice to the Faculty/Divisional leadership team on ways in which the Faculty and University more broadly, can achieve strategic and operational goals in student and teaching support areas.
  • Co-ordinate and support more complex or specialist cohort activities for students as required.
  • Contribute to continuous business improvement projects across Faculties/Division, including cross- University initiatives, developments and review of procedures, by working collaboratively with other members of the student client services.

About the successful applicant
(Selection Criteria)

To be successful in this role you will have:

Level 5

  • A relevant degree or equivalent tertiary qualification with an equivalent level of knowledge gained through any other combination of education, training and/or experience.
  • Prior experience in the higher education sector with understanding of student and academic services including but not limited to, assessment and examination administration, progression and student retention monitoring, and accreditation compliance with professional bodies.
  • High level computer proficiency in Microsoft applications and demonstrated experience in learning management and database management.
  • Highly developed organisational skills including the ability to prioritise, manage complex tasks and projects and meet competing deadlines whilst maintaining accuracy and attention to detail.
  • Excellent interpersonal and communication skills with a demonstrated ability to liaise with and clearly convey ideas to a wide range of internal and external stakeholders from various backgrounds.
  • Demonstrated ability to apply knowledge and experience to analyse and resolve sensitive issues efficiently and effectively.
  • Demonstrated ability to apply, interpret, advise on and contribute to the development and continuous improvement of policies, systems, manuals, rules, procedures and guidelines.
  • Proven ability to work as part of a team but take initiative and responsibility for own areas of work.
  • An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
  • Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.

Level 6 (in addition to the Level 5 above)

  • Significant relevant experience in a similar role in a tertiary organisation.
  • High level ability to apply knowledge and draw on significant prior experience to analyse and resolve complex and sensitive issues efficiently and effectively.
  • Substantial experience in a customer service environment and providing quality advice to stakeholders on complex and sensitive matters.

You should systematically address the selection criteria listed within the position description in your application.

Please apply online - applications will not be accepted if sent to the contact listed.

Lorda Omeissah
E: lorda.omeissah@unsw.edu.au
Applications close: June 22nd, 2021

Find out more about working at UNSW at www.unsw.edu.au

UNSW aspires to be the exemplar Australian university and employer of choice for people from diverse backgrounds. UNSW aims to ensure equality in recruitment, development, retention and promotion of staff and that no-one is disadvantaged on the basis of their gender, cultural background, disability, sexual orientation or identity or Indigenous heritage. We encourage everyone who meets the selection criteria to apply.

UNSW partners with Australia’s leading diversity organisations, networks, and campaigns. Please refer to UNSW’s diversity offerings for further information on our flexible work and leave options, and support for carers (childcare, parent rooms, parental leave).