Academic Operations Coordinator for a Growing Higher Education Institution
HEW Level 7 - Higher Education Industry General Staff Award ****
Are you an experienced operational leader looking for an opportunity to make a genuine impact?
The Adelaide Institute of Higher Education (AIHE) is seeking an outstanding Academic Operations Coordinator to join our team and contribute to the continued growth and success of a dynamic higher education institution committed to delivering quality Australian education.
If you are a commercially astute and people-focused leader who enjoys solving complex challenges and wants to play a key role in supporting the delivery of quality Australian higher education, we would love to hear from you.
Join us and help shape the next chapter of AIHE's growth and success.
ROLE PURPOSE
The Academic Operations Coordinator (AOC) is responsible for managing the Student Assist Team (SAT) to ensure delivery of high-quality administrative and service support across academic and student services functions at AIHE. The role directly contributes to AIHE's ability to deliver a consistent and compliant student experience across its Adelaide and Melbourne CBD campuses
Reporting to the Head of School (HoS), the AOC manages academic operations and student services in line with AIHE's regulatory and quality standards. The role involves close coordination with the various units at AIHE and the Advisor for Policy and Risk and requires a collaborative approach to maintaining accurate student records, meeting compliance obligations, and supporting academic staff.
The AOC operates under the broad direction of the HoS and is expected to manage routine academic services functions with a high degree of independence, escalating matters that require academic judgement or policy-related decision-making.
DUTIES AND RESPONSIBILITIES
Under the broad direction of the HoS, the main duties and level of responsibility for the position are set out below. These are not exhaustive and may include others within the context of the developing organisation and specific needs of AIHE.
Student Enrolments and Academic Support:
Manage the processing of student enrolments and associated activities, including applications for credit assessments and requests for suspensions, deferments, grade reviews, and internal appeals.
Provide general advice to students relating to programs and courses, academic policies and procedures, and other student academic matters.
Monitor and report on student participation, progression, and attainment, including undertaking student data cleaning and regulatory reporting processes.
Administer and report on surveys required by regulatory agencies, and maintain the accuracy of student data in Meshed,



providing reports to the Management team as required.
Process course results and preliminary grades for review and approval.
Manage the planning and running of orientation and graduation ceremonies, workshops, and similar student activities.
General Academic Administration
In collaboration with the HoS and Course Coordinators, initiate and maintain the timetable of classes for each Study Period, including assisting teaching staff with invigilation and overseeing quality control and examination conduct.
In coordination with Admissions, maintain accuracy of student enrolment and academic records.
Support the HoS and Human Resources (HR) with the appointment, administration, onboarding, and induction of casual and new academic support staff.
Assist with the scheduling of student appointments with senior staff and provide high-quality support for a range of student-related enquiries and matters.
Provide Finance with timely and accurate information to facilitate student invoicing, payments, and debt collection.
Develop and maintain strong and effective working relationships with staff and functions across AIHE.
Supervision and Team Leadership
Supervise the Student Experience and Academic Support Administrators, Database and Systems Administrators, and Academic Services Specialist at both the Adelaide and Melbourne campuses, allocating work, setting priorities, and monitoring service standards across both locations.
Support the recruitment, induction, and ongoing development of SAT members, including probation and performance conversations in consultation with the HoS and HR.
Ensure consistent processes and service delivery across campuses, including shared procedures, handover arrangements, and coverage during periods of leave or peak workload.
Model professional standards and provide day-to-day guidance to coordinators on the resolution of routine student and administrative matters, escalating complex cases to the HoS.
AIHE EXPECTATIONS
All staff are expected to:
Contribute to the efficient and effective functioning of the team to meet organisational objectives, including demonstrating appropriate and professional workplace behaviours and assisting team members where required.
Perform responsibilities in a manner that reflects continuous improvement.
Comply with AIHE policies and procedures, including the Staff Code of Conduct, Work Health and Safety, Anti-Harassment,



and Equity and Diversity Policies.
ESSENTIAL QUALIFICATIONS AND KNOWLEDGE
Bachelor's degree in business administration, education management, or a related field, or demonstrated equivalent experience.
Experience working in the higher education sector, preferably in a commercial setting.
Knowledge of academic administration processes, including student enrolment management, timetabling, examination conduct, academic progress monitoring and records management.
Understanding of policy and procedure frameworks and the ability to interpret and apply them in an operational context.
Proficiency with student management systems, databases, spreadsheets, and learning management systems.
ESSENTIAL SKILLS
Strong written and verbal communication skills, with the ability to produce clear, accurate correspondence and policy documents.
Demonstrated ability to manage competing priorities and meet deadlines in a busy administrative environment.
Demonstrated experience supervising or coordinating a small administrative team, including allocating work, setting priorities, and supporting staff development.
High level of attention to detail, including proofreading and editing of academic and administrative documentation.
Ability to independently resolve routine operational problems, with sound judgement on when to escalate.
Strong IT and digital literacy across standard office applications and administrative systems.
ESSENTIAL ATTRIBUTES
Excellent interpersonal skills, with the ability to build effective working relationships across diverse staff and student cohorts.
Demonstrated intercultural competence and sensitivity to the needs of an international student body.
Collaborative and qualified approach, with a commitment to accurate and timely service delivery.
High degree of personal accountability and reliability.
DESIRABLE QUALIFICATIONS AND EXPERIENCE
Knowledge of the
Education Services for Overseas Students Act ****
(ESOS Act) and the
National Code of Practice for Providers of Education and Training to Overseas Students ****
.
Experience in the international higher education sector, preferably in a commercial setting.
ESSENTIAL CLEARANCES AND CHECKS
The successful candidate will be required to undertake a Working with Children Check with the South Australian government.
Interested candidates should apply on or before
29 August ****, Saturday
and include a current CV/resume and cover letter not more than two pages addressing your qualifications, industry experience, and additional skills and expertise to support your application.
AIHE reserves the right to finalise this process sooner.
Only short-listed candidates will be contacted.

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