Student and Academic Services Officer - Assessments and Progressions

Job Description

This role is to provide extensive administration support to academic staff and students and maintain the applicable academic systems at Curtin Singapore.

DUTIES

1. Assessments and Progressions

• Acquire and maintain up-to-date knowledge of the examinations systems, including policies, procedures, rules and regulations laid down by Navitas English, Curtin College, Curtin University and Curtin Singapore Examination Board.

• Ensure all examination papers and stationery are adequately stocked and inventory maintained, being responsible for their strict security for storing, recording and dispatching before and after examinations.
• Ensure for online assessments and examinations, required test links and other submission link points are set-up.
• Ensure all necessary stationery and materials, and other requirements are provided for examinations.
• Organise appropriate arrangements for the support of students with special examination requirements (e.g. dyslexia, disabled) in conjunction with the Director of Academic Services.
• Receive and process student’s applications for exam clashes, ensuring approval from the University or relevant body for alternative arrangement is received.
• Create progressive assessments schedules, ensuring assessment dates are aligned with the dates on each respective Unit Outlines and obtaining necessary approval from each respective Unit Coordinator.
• Make appropriate room arrangements for all progressive assessments and examinations, ensuring proper invigilation is put in place and publicising the examination schedule to staff and students.
• Ensure all progressive assessment papers and examination papers are vetted for completeness according to guidelines.
• Ensure all progressive assessment papers and final examination papers are catalogued and stored in a secured area.
• Assist in the supervision and management of invigilators, with the support from the Manager, including recruitment and training on a rolling and continuous basis to ensure sufficient invigilators are available for deployment every study period.
• Create appropriate timetable for invigilators, ensuring each invigilator is provided with an up-to- date timetable covering the study period, whenever necessary.
• Collate and process invigilators’ timesheet, ensuring payment is processed within timeline for submission to the Finance Department for disbursement.
• Ensure students’ records in the Student Management System are accurate to facilitate the printing of Certificates and Transcripts of Curtin College and Navitas English.
• Check Certificates and Transcripts of Curtin College and Navitas English for completeness and facilitate the distribution of the documents to graduated students.

1. Student Management

• Provide students advice on course requirements, including processes, procedures and compliance on academic matters.
• Co-ordinate student enrolment systems, assisting new and continuing students with their enrolments.
• Receive and process requests for review of papers, and appeals against results, liaising as required with relevant colleagues regarding educational aspects of such actions
• Receive and process application for extension or deferred assessments in accordance with each respective education partner’s policies.
• Acquire knowledge of academic misconduct and be acquainted with its policies. Handle cases of academic misconduct, including plagiarism and cheating in accordance with each respective education partner’s policies, ensuring each case is followed up and recorded duly.
• Identify and track students at risk to provide relevant counselling and referring them to relevant academic skills support class.

1. Marking and Moderation

• Organise the marking of assessments and distribute assessments marking guidelines to lecturers, ensuring timely return of scripts and marks, including students’ feedback.
• Receive and process invoices for marking fees, ensuring accuracy of the entries and payment processed within timeline for submission to the Finance Department for disbursement.
• Manage assessment moderation in accordance with each respective education partner’s policies, ensuring outcomes from the Unit Coordinators are sent to the lecturers for actions if required.
• Co-ordinate the release of results and return of assessments post moderation within stipulated deadlines.

1. University Procedures

• Ensure student academic progress is in accordance with regulations.
• Assist with the preparation of Board of Examiners reports and documents and attend the Board of Examiners every study period.

1. Academic Support

• Provide support and assist students with academic enquiries.
• Prepare the daily classroom schedules on the display monitors and maintain the locations where classroom schedules are displayed.
• Support academic staff for course delivery requirement.
• Assist in preparation of class lists.
• Manage students and teaching staff surveys including the creation of the surveys, results compilation and analysis.
• Assist with preparation of Student ID cards.
• Process and prepare students’ letter requests.

1. Others

• Ad-hoc tasks assigned by the Senior Manager (Academic).

Qualifications

Essential:

• A diploma (or equivalent).
• Excellent communication (both verbal and written) and interpersonal skills.
• Proven ability to meet deadlines and work with minimum supervision.
• Well-developed time management and organizational skills.
• High levels of initiative and problem-solving skills.

Desirable:

• Experience in academic administration and/or programme management, preferably in higher education.
• Experience in working with international students.
• Ability to adapt in a dynamic and past paced environment.

Additional Information

• Annual Leave – Competitive leave entitlement for work-life balance.
• Medical & Dental – Comprehensive healthcare benefits.
• Learning & Development – Opportunities for continuous professional growth and skill development.