Academic Administrator

Job Description
Academic Administrator

Massey Business School
Position Purpose: Provide comprehensive, high quality academic administration for the College

for the effective delivery, maintenance and governance of the college’s
academic portfolio, enabling effective engagement with internal and external
stakeholders, strategic priorities and programmes of work.

To engage in ongoing development of work request systems/processes and
new ways of performing academic administrative work and support awareness
and uptake by managers and staff.

Department: Office of the Pro Vice-Chancellor (PVC)

Location: Manawatū/Wellington/Auckland

Reports to: College Academic Manager or Senior Academic Administrator/Senior
Academic Administrator – Team Lead (depending upon College structure)

Responsible for:

Delegations: Band E

Job Title: Academic Administrator

Key relationships: Internal External
College staff Institutional partners
Members of the General and Academic Government agencies
Administration Teams Students
Heads of School/Unit/Associate Deans
Office of Quality Reporting and
Assurance (OQRA)
Service lines staff

Massey University: We are a world-leading university in many academic disciplines and fields of
research. Our point of difference is research that is connected to community
and industry. Our researchers are developing expertise and skills to advance
human knowledge and understanding. Working together across disciplines and
locations, we solve national and global problems through fundamental, applied
and interdisciplinary research, while culturally and artistically enriching our
world.

We are deeply committed to being a Te Tiriti-led university, demonstrating
authentic leadership in contemporary Aotearoa New Zealand as we uphold Te
Tiriti o Waitangi, the founding document of our nation, and its principles
through our practice. We embrace this not just as an obligation but as a real
opportunity for the nation and its people.

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Our educators are preparing a new generation of global leaders. Our students
are diverse and are attracted to Massey because they want to achieve their
personal goals or make their mark in the world. They experience world-class
learning that recognises their intellectual and cultural strengths, expands their
horizons and prepares them to contribute to a rapidly transforming world with
skills, critical and creative thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey campuses
will be innovation ecosystems, acting as magnets for smart enterprises.
Wherever we are, we will operate in partnerships founded on respect, trust
and mutual benefit. Massey is not only defined by what we do, but by how we
do it.

About this area Te Kura Whai Pakihi Massey Business School is ranked in the top 2% of business
schools globally and has a proud history of excellence in research, teaching and
learning, industry engagement and internationalisation. With more than 4000
equivalent full-time students we hold AACSB accreditation, which is the most
highly prized business school accreditation globally along with a number of
discipline-based industry and academically relevant accreditations that inform
our teaching and learning, as well as our research practices. The School of
Business has the vision of being a ‘Business School of Consequence’ and
building from that vision we have created programmes relevant to the
contemporary business environment, accessible through online, blended, and
face-to-face delivery, and valued by a range of learners including school leavers
from Aotearoa, international undergraduate and postgraduate students, local
mature age students and executives, and students seeking to undertake
research degrees. In the future, Massey Business School aims to further
enhance its relevance to and engagement with students and industry both
within New Zealand and offshore, be a leader in flexible delivery, continue
working towards our relevance and responsiveness to te ao Māori, and
enhance its research impact in key discipline areas. We also aim to create for
our staff an environment that is positive, dynamic, forward looking, and
outcomes focused.

Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

 Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand
society

 Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and the
people we serve

 Embrace Te Reo in relevant and practical ways in our workplace interactions and engagement
with external stakeholders, giving expression to Tikanga Māori and protocols that demonstrate
that we respect and value Māori conventions in appropriate settings

At Massey we work together with mutual respect and caring. We:

 Act with integrity and trustworthiness and give credit to others for the work they do
 Work cooperatively and inter-dependently to foster and promote the One University approach
 Share knowledge and communicate professionally with courtesy and mutual respect

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

Are ethical in all transactions, working within the parameters of our policies and procedures
 Are direct, truthful and maintain confidentiality
 Seek to understand and appreciate our differences
 Are ethical in all transactions, working within the parameters of our policies and procedures
 Are direct, truthful and maintain confidentiality
 Seek to understand and appreciate our differences
 Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives, and by actively engaging in health and safety
improvement opportunities

At Massey we are future-focused, results-oriented and strive for excellence. We:

 Take ownership and responsibility for delivering results to support achievement of university
objectives

 Provide the best quality services to our customers (internal and external) ensuring our
students/ stakeholders are at the heart of everything we do

 Deliver or support world-class research, teaching and learning and citizenship
 Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development
 Are motivated and create a positive working environment where our values are reinforced
 Anticipate and respond with agility and resilience to the changing needs of the university and

the communities we serve
 Seek ways to improve our services to deliver in an efficient and effective way
 Embrace technology and apply this innovatively to better meet the needs of those we serve
 Challenge ourselves to reach our potential and help bring out the best in others
 Understand how what we do contributes to the objectives of the university

Accountabilities
Mix of duties may An Academic Administrator may be required to undertake a range and mix of
vary academic administrative tasks and may be highly specialised in one or few academic

administrative areas, commensurate with the needs of the college/service which may
change from time to time.
A mix of accountability areas, or specialisation to a highly proficient level, in one or
more areas is expected and may be varied during the university year to reflect work
demands, staff changes, staff absences etc including:

 Governance
 Undergraduate Academic Administration
 Postgraduate Academic Administration
 Admission/Selection
 Placements/Work Integrated Learning (WiL)
 School Support
 Other Specialised Academic Administration (To be specified by

college as appropriate)

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An Academic Administration may be engaged in one or few specific areas, with the
mutual expectation of gaining experience in additional areas over time.

Support of the • Support the college’s academic portfolio and associated governance processes
Academic Portfolio through work activities involving the Student Management System (SMS),

Curriculum Management System (CMS) and associated committees, regulations
and documentation as it relates to the college’s academic profile.

• Support the delivery of accurate and timely management of student records and

the processes to ensure student progression is as seamless as possible and
completed in a timely manner for the student, managing any issues arising and
deal with exceptions and new processes or requirements in a professional and
consistent manner and seeking support as required.

• Support the maintenance, with an expectation of quality assurance, of processes

and records, for SMS and CMS Curriculum Management as well as Timetabling
processes for the college including support of these processes within
schools/units

• Support the annual college Qualification Planning and Availability Process
• Support, in collaboration with the Senior Academic Administrators, OQRA and

Chair(s) of College Board Chair and affiliated committee(s), PVC/DPVC timely
preparation of the agenda and meeting materials for Academic Programme
Committee and College Board and preparation of documents that must progress
to Academic Committee for approval or noting

Academic • Provide academic administrative support for the college, its managers and staff
Administrative including the maintenance and retrieval of data necessary for academic
Support/ Course and programme management
Programme • Support processes required for submission new and revised courses,
Management/ specialisations and qualifications/course changes and deletions
Student Admission,
progression, • Support academic record-keeping requirements in accordance with university
placement, policies and standards; maintain an efficient electronic filing/retrieval and

completion archiving system for area information and data, in conformance with university
standards

• Support programme accreditation processes and academic audit programmes

and processes

• Support the Timetabling process for the college and subsequent data analysis
• Support academic website management
• Support correspondence for individual students or cohorts of students as

required by admission/selection/accreditation processes or changes in
programmes, examination procedures, transition procedures, changes in
regulations

• Support examination processes for all college courses including:

o Review and submission of course grades for all college courses
o Ensuring completion of all change of grade forms, return of examination

scripts, and oversight of all appeals for Aegrotats (AEGs), Impaired
Performance (IPs), etc

• Support the provision of data to inform and manage Low and No Enrolment

courses

• Support process for course cancellations and associated transfer of students

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• Support course opening / availability processes (on Stream Sites)

Areas of more *Selection / Admission
specialised Timely, effective advice and administrative support is provided on all aspects of
support/management student selection and placements, policy and procedures.
(*as required)  Maintain relevant student selection and placement databases, prepare reports as

required (e.g. enrolment progress); identify opportunities for process or
database improvements

 Provide administrative support for all selected entry applications, including
liaising with students in regard to outstanding documentation, completing
vetting and safety checking requirements of students in accordance with The
Children’s Act 2014 and ensuring health and immunity checks are completed for
relevant programmes

 Receive and forward cross credit applications and Recognition of Prior Learning
(RPL) requests to appropriate Programme/Specialisation leads and subsequently
securing an academic decision and notifying the student and Academic
Administration of the outcome

 Ensure additional documentation for selected entry requirements e.g., health
screening, first aid, IELTS has been correctly submitted and applications
forwarded to appropriate academic staff member

• Placement

Students are placed in relevant placements and external stakeholder relationships
are maintained.
 Administratively support Student Placements (and related contracts/agreements)

within the College; maintain relationships and collaborative links with relevant
external organisations, industry partners and placement providers

 Assess student's eligibility for student placements, professional experience or
Work Integrated Learning (WIL) placements against subject pre-requisites and
pre-placement requirements and liaise with relevant external agencies or
University staff to ensure pre-placement requirements are met; place local and
overseas students in placements according to course requirements

 Provide administrative support for placements as required including student
placement events and induction programmes, assisting with student placement
forms and applications, and maintaining records of practicum hours for each
student

• Undergraduate Programmes / Postgraduate Programmes

Student progress is supported and relevant records/processes are maintained.
 Manage correspondence for individual students or cohorts of students as

required by changes in programmes, examination procedures, transition
procedures, changes in regulations

 Provide updates on undergraduate/postgraduate student enrolment,
progression, transitions

 Provide academic administrative advice to students related to their programme
of study; provide induction and administrative advice to postgraduate students
including desking, computer rentals etc as appropriate

 Provide updates on postgraduate student’s applications, enrolment, progression
(including status of 6 monthly reports, and scholarship and award status); assist
with associated events for college postgraduate cohort including STREAM site

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• Governance

Provide administrative support to academic programme committees within the
college and aligned responsibilities to University-level committees (Academic
Committee/Teaching and Learning Committee/Academic Board) and processes
(qualification reviews/ graduating year reviews/ CUAP processes)
 Manage the college processes and associated committees and documentation

required for Academic Governance and the use of the Curriculum Management
System (CMS) and Student Management System (SMS) to support these
processes and ensure enactment through follow-up of academic governance
decisions

 Ensure college academic governance committees follow accurate processes that
meet legislative and Massey University policy requirements; facilitate inter-
college collaboration and consultation on academic proposals

 Management of college courses, specialisations and qualifications in Curriculum
Management System including assisting administrators in initiation of proposal
templates and associated proposal development groups

• School Support

Support of course, specialisations and programme-related activities aligned to
schools/units.
 Manage academic administrative tasks associated with all courses, specialisations

and qualifications administered by a unit. Act as course lead in Curriculum
Management to support course development/change/deletion processes/credit
assessment requests and alignment of these course changes with its operation
within the SMS environment. Assist in the preparation of any requirements for
Qualification Reviews, Graduating Year Reviews and any accreditation processes
for all qualifications within the unit.

 Manage processes and records associated with student performance and progress
for all courses administered by a unit (to assist academic staff and HoS as Chief
Examiner) including the preparation of course results to be provided for review by
College-wide Examinations and Student Performance Review Committee and
subsequent grade publication. Assist with completion of all exceptional
circumstances requests for all courses administered by the unit.

Secretariat to  Support key committees as required, managing tasks such as:
Committees  Providing information to staff who seek to submit papers or proposals
(as required) for the committee meeting

 Preparing meeting agenda and associated paperwork on a timely and
accurate manner

• Support the management of committee documentation in a manner that reflects

the requirements for accuracy, reliability, transparency, and timeliness, including
maintaining practice which reflects the policy of the University Offices (including
retrieval and archiving), privacy law and the Local Government, Official
Information and Meetings Act

People and Process  Work to ensure appropriate operating systems and processes in place
Improvement  Support process improvement and communication of new processes/policies

across the College
Relationship  Maintain positive and collaborative professional relationships and networks
Management across the University, including but not limited to Colleges and Schools, Office of

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Quality Reporting and Assurance, Student Management Systems, Student
Registry, ITS, Timetabling Office

 Demonstrate manaakitanga in directing students to services as required
 Support successful and compliant organisation of college academic-related

events
 Demonstrate excellent customer service through reliable, efficient and timely

execution of service deliverables
 Adopt and embed customer-centred service standards for the college and

deliver to those standards
 Exercise diplomacy, confidentiality, and sensitivity when building and managing

relationships

Qualifications and Experience

Qualifications:  A relevant tertiary qualification is desirable

Experience:  Demonstrated relevant work experience in academic administration
 Experience of working in a Tertiary Education Institute is desirable
 Familiarity with University systems and processes (preferred)
 Ability to work as part of a team to achieve necessary outcomes
 Commitment to ongoing professional development

Capabilities - Behaviour

Communication  Develops a clear, complete understanding of needs and problems
through careful listening, probing, reflecting, and summarising; confirms

Essential understanding by restating others' positions
 Timely written and oral communications that produce clear and complete

communication; recognises which communications need to be formalised
to provide clarity, including when escalation is required

 Conducts discussions in a respectful manner, that are sincere and
professional

 Able to present information clearly, concisely and logically; varies
content, style and form to suit the subject

Working Together  Establishes, maintains and models productive working relationships with

Essential key stakeholders internally and externally
 Establishes and maintains credibility and appropriate confidentiality with

stakeholders
 Proactively identifies and addresses potential issues with stakeholders

Continuous  Implements new systems, procedures and tools efficiently when changes
Transformation occur in the work environment

Essential  Works with agility, adjusting current working processes or adopting new
approaches in response to changes in the organisation environment

 Seeks challenging opportunities or assignments to grow and develop
one's own knowledge, skills and abilities

 Uses digital tools to innovate programme, processes, systems or services

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Communicates and analyses assumptions about a particular issue with
colleagues to gain new perspectives or more effective solutions

Delivering Results  Maintains focus on critical work and expectations; helps others drive

Essential tasks to completion as appropriate
 Able to track and complete agreed work in planned timeframes
 Takes responsibility for escalating issues that impact on planned work and

outcomes
 Documents how results were obtained to support knowledge transfer

and best practices
 Supports self during change by remaining flexible, focusing on the

positives, and proactively seeking out opportunities to get involved

Service Centric  Acts with the internal/external stakeholder or customer in mind, seeks to

Essential understand and deliver on customer perceptions and expectations
 Able to anticipate and respond to common stakeholder needs and

problems or escalate if required
 Provides a level of customer centric service excellence that contributes to

the college objectives

Capabilities - Technical

Accuracy and  Identifies tasks or outputs that require accuracy and detail-level attention
Attention to  Processes large amounts of detailed information with good accuracy
Detail  Utilises specific approaches and tools for checking and cross-checking

Essential outputs; develops and uses checklists to ensure that information goes out
error-free

 Accurately gauges the impact and cost of errors, omissions, and
oversights

 Learns from mistakes and applies lessons learned

Digital Skills  Competence and confidence in using core systems Massey University

Essential  Proficient in the use of Microsoft Word, Excel, Outlook and PowerPoint
 Proficient in the use of scheduling and calendar tools
 Intermediate experience in the use of SharePoint, can coach others in the

use of SharePoint
 Performs file management tasks such as folder management and controlled

document administration

Priority Setting  Performs at least 2-3 concurrent activities without reducing productivity
 Clarifies and handles multiple concurrent and diverse activities

Essential  Addresses potential conflicts that impact current delivery commitments
 Demonstrates an expectation that there will be ongoing shifts in demands

and priorities
 Completes current work according to assigned priorities
 Responds to shifting priorities while maintaining progress of regularly

scheduled work

Problem Solving  Examines a specific problem and understands the perspective of each

Desirable  involved stakeholder

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Identifies and documents specific problems and resolution alternatives
 Uses initiative to develop alternative techniques for assessing accuracy

and relevance of information

Pre-employment checks

Pre-employment checks:  Requirement to pass a Criminal and Traffic Convictions (Security)

Essential Check performed by the Ministry of Justice

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