UTS POSITION DESCRIPTION UTS:HUMAN RESOURCES Position Title Coordinator, Admissions Unit/Division or Faculty Position Number Current HEW Level HEW 7 Job Family ANZSCO Code SAU; Student and Faculty Services POSITION PURPOSE The Coordinator, Admissions ensures that all student admissions activities are of a high quality, effective and support the achievement of strategic University targets. This position also ensures that admission related operations are compliant with internal policy and procedure and external requirements. The position provides advice to senior managers and works closely with stakeholders to achieve relevant University targets. The position also ensures compliant and effective administration of admissions activities and the provision of advice provided through other University areas (Faculties, UTS:International, Marketing and Communications Unit, etc.) via provision of timely communication and advice, relevant training and orientation activity and support. ENVIRONMENT AND DIMENSIONS The Student Administration Unit (SAU) is part of the Corporate Services Division and supports the UTS Vision to be a world-leading university of technology by facilitating all aspects of the student lifecycle from enquiry to graduation. With more than 130 full-time equivalent staff, SAU supports excellence in teaching and learning and research by delivering high quality, compliant and client focussed administration of the University s policies and rules relating to student administration. Staff within SAU are organised into three main areas: Student Administration Management, Student Administration Services, and Faculty Administration Services. The Director s Office has oversight of all SAU activities and initiatives, including continuous process and performance improvement. The functions of the Unit include:
Student Service Centres student enquiry handling (more than 350,000 transactions p.a.) and enquiries systems management; Student Management timetabling, admissions, enrolments, fees, scholarships, exams, academic progression and results, and graduation; and Faculty Services strategic advice and planning. A major focus of the Unit has been to continuously improve service delivery approaches and to identify and deliver business efficiencies in all areas. Reporting to the Manager, Admissions and Timetabling, the Coordinator, Admissions is responsible for supporting the student load targets of the University through the effective planning of student loads and enabling of the subject activities (lectures, tutorials, exams etc.). The team works closely with Faculties and the Provost, making a significant contribution to establishing and achieving University student load and space utilisation targets. The processes require compliance with a range of State and Commonwealth Legislation, which govern a range of associated issues and processes. The team: manages approximately 2,500 direct applications and approximately 15,000 applications through Universities Admissions Centre (UAC) per year; works closely with faculties to schedule approximately 4,000 subject offerings each year comprising over 15,000 individual activities; manages the majority of space requests (approx. 9,000 p.a.) for non-teaching activities. The team also undertakes Tier 2 and Tier 3 activities related to exceptions cases and end-to-end process management for the admissions and timetabling functions. Staff in this team must work collaboratively with other teams within SAU to ensure deadlines are met and outcomes achieved, particularly during peak times. This position may be affected by leave exclusion periods, work rotation and shift work. RELATIONSHIPS Supervision The Coordinator, Admissions reports directly to the Manager, Admissions and Timetabling. The position manages Senior, Admissions (2 x HEW 6) and, Admissions and Timetabling (3 x HEW 5) within the team.
Collaboration and Communication Internal The Coordinator, Admissions liaises with: Other SAU teams. SAU senior management. Other areas of the University such as UTS:International, Marketing and Communication Unit, Student Services Unit, Equity and Diversity Unit, Facilities Management Office, Printing Services, UTS: InSearch, Information Technology Division (in particular, the Business Information and Systems Team). Provost. Faculty staff. External The position may liaise with: Past, current and prospective students, parents and members of the public. Government Departments in regard to reporting and provision of case specific information. The position also liaises with representatives of the Universities Admissions Centre (including representation on the UAC Users Committee) Other Australian and international tertiary and vocational education institutions. Professional societies and associations. Employers. General public. MAJOR RESPONSIBILITIES Major Functions Strategic Support Manage the development and maintenance of key operational schedules that relate to student admissions. Undertake planning, allocation and monitoring to deliver maximum efficiency when allocating resources to activities. Implement and support strategic business and project initiatives by being an effective link between the strategic and operational, maintaining sector knowledge through market scanning, research and benchmarking relevant activities. Outcome Plans, budgets and operational activities meet or exceed targets, and are delivered on time. Accurate and timely information is provided to SAU Leadership Team, and Provost.
Coordinate the Special Admission and Jumbunna Admission schemes. Deliver UAC load (offers) reports and undertake reconciliations. Specialist advice and communications Deliver effective support and assistance as the key liaison for faculty staff, marketing and communications staff and external contacts on admissions matters. Provide advice and assistance in response to Tier 3 enquiries from faculty staff and staff across SAU. This position is a key point of contact for Faculty staff and may be required to attend student information evenings and open days. Develop annual UAC guides and coordinate the regular update of online UAC information by monitoring UTS Academic Board changes to courses and curriculum and collaborating closely with faculties. Prepare admissions procedures and training documents for staff. Coordinate the development of relevant communications for students ensuring all processes meet government and University requirements. Support the resolution of complex student system related data issues, reviewing data integrity and process and work flows, working closely with the Business Improvement and Systems Team and system providers. Support UAC undergraduate appeals processes. Prepare annual reporting (Council) and government reporting information as required requiring extensive management expertise and ability Optimal customer service delivered. All communications are relevant, effective and meet government and University requirements. Ensure data records are in line with legislative obligations, University Rules, policy and procedures. Staff Management Effectively manage a team by providing appropriate levels of direction and support, particularly during peak periods. Keep staff motivated and engaged through changing situations; manages their team's well-being; promotes a positive team culture; provides training and support to relevant staff. Supervise admissions team member and casual team members to achieve a successful and effective admission intake cycle. The team meets targets, working productively and cohesively. Capabilities are actively developed.
Policy Adherence Provides accurate advice to university stakeholders and other relevant parties on rules and procedures to assist managerial decision-making. Review relevant policy, directives and processes and associated documentation, drafting recommended changes as appropriate. Ensure that processes are documented and continuously reviewed to support and enhance other major university priorities and requirements wherever possible. Continuous Improvement Proactively applies sound analysis to identify and prioritise issues and to developing compliant and best practice solutions that establish and achieve organisational and team goals on time. Analysis and Reporting Undertake analysis in order to provide strategic support and advice internal stakeholders, requiring integration of university policies and operational requirement, and an ability to achieve objectives operating within complex organisational structures. Deliver accurate advice to university stakeholders and other relevant parties on rules affecting the admissions processes to assist managerial decision-making. Support complex data interrogation activities of direct reports as required. Manage UAC enrolment feedback process and reporting. Contributes to sound decision making. Material is current, compliant and appropriately disseminated to stakeholders. Admission processes are efficient, effective and compliant. Ensure legislative requirements and University policies are met in relation to changes and initiatives. Senior Management and key stakeholders are kept informed of changes and developments. Relationship Development Actively encourages stakeholders and the team to build relationships that enhance the Unit and the University, adapting style to work effectively with others fostering collaboration. Collaborative and effective relationships with stakeholders are maintained.
Systems Management and Data Integrity Perform annual CASS course code cross referencing. Develop and make change requests to UAC that improve its systems and, in turn, UTS processes (undergraduate, postgraduate, the Business School portal, and related applications). Updates to bonus point schemes are reflected in UAC. CASS data remains up-todate and accurate. UAC systems and processes support UTS systems and processes. POSITION CHALLENGES The Coordinator, Admissions must: Effectively engage with or influence a range of stakeholders to ensure the strategic needs of SAU and UTS are met. Coordinate and manage competing priorities within the student lifecycle timelines. Effectively manage, coordinate or support SAU services and/or staff across different locations, as well as staff in other areas of the University (e.g. Faculty student recruitment teams). Ensure customer focussed service delivery while meeting the University s legislative obligations. Customer requests may not be consistent with legislative obligations and University policy. AUTHORITY The Coordinator, Admissions is expected to work under broad direction with autonomy to manage a functional team to achieve the Unit s objectives at a high standard. The Coordinator has the authority to proactively apply sound analysis, identify and prioritise issues and develop compliant and best practice solutions to meet objectives, while referring and seeking advice as appropriate. LEADERSHIP CAPABILITIES FOR ROLE Pipeline Category Capabilities Leading Strategically Role models organisational agility Maintains Perspective Collaborating and Engaging Demonstrates Courage Deals with Paradox Leading Teams Motivates Others Develops Direct Reports Presence and Awareness Manages Conflict Leads with Ethics and Integrity Leading Performance Demonstrate Business Acumen Demonstrate Technical Expertise
HEALTH AND SAFETY The Coordinator, Admissions must: Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others and Follow specific health and safety procedures as directed. RECORDS MANAGEMENT The Coordinator, Admissions is responsible for overseeing the Records Management Program for their area.
ORGANISATION CHART Please see attached organisation chart that shows in relationship to this position; the position it reports to, direct reports and peers (where appropriate). Student and Faculty Services Structure Deputy Director, Student & Faculty Services SSG Unit Administrative Assistant HEW 4 - (FTE 1) Manager, Admissions & Timetabling HEW 9 - (FTE 1) Unit Administrative Assistant HEW 4 - (FTE 1) Manager, Student Enquiry HEW 8 - (FTE 1) Manager, Student & Faculty Services Workforce HEW 8 - (FTE 1) Manager, Exams & Graduations HEW 9 - (FTE 1) Coordinator, Timetabling HEW 8 - (FTE 1) Coordinator, Admissions Coordinator, Student Enquiry Coordinator, Student Enquiry Coordinator, Student & Faculty Services Workforce Coordinator, Exams & Graduations Coordinator, Exams & Graduations Timetabling Admissions Student Enquiry Student Enquiry Exams & Graduations Exams & Graduations Timetabling Admissions, Exams & Graduations, Exams & Graduations Timetabling,, Admissions & Timetabling, Admissions & Timetabling, Admissions & Timetabling, Admissions & Timetabling, Admissions & Timetabling HEW 4 (11 FTE) Student Support Casuals (Peak Load Support) Exams and Graduations Casuals
KEY SELECTION CRITERIA UTS: HUMAN RESOURCES Position Title Unit/Division or Faculty Coordinator, Admissions SAU Student and Faculty Services Skills and Attributes Demonstrated high level skill in the evaluation, application and implementation of technology to student administration, including process automation, reporting and data manipulation functions. Capacity to motivate and lead others in an environment of continuous improvement and service improvement, and to coordinate and influence staff to achieve on-going excellence in service delivery, individually and as part of a team. Demonstrated ability to develop, implement and monitor Unit, team and individual plans, project plans and development strategies that align with and achieve strategic priorities in time and on budget. Demonstrated ability to develop and maintain critical stakeholder relationships, applying tact and diplomacy to resolve issues and supporting appropriate team interactions with stakeholders Demonstrated problem-solving, analytical and risk management skills, including the ability to proactively identify issues, provide advice and exercise sound judgment within the area of responsibility. Ability to develop, implement and review business practices across a number of areas and in the context of change in the workplace in order to achieve service outcomes based upon quality management practices. Excellent verbal and written communication skills, including demonstrated ability to write for a variety of purposes with clarity, accuracy and precision to a range of stakeholders. Excellent interpersonal skills including the ability to communicate effectively, influence others and build cooperative and collaborative relationships with a range of stakeholders. Knowledge The incumbent will require a demonstrated knowledge of the Higher Education sector, particularly in the area of admissions legislation, policy and operations in order to make policy recommendations to others and to implement programs
involving major change which may impact on other areas of the institution's operations. Demonstrated understanding of continuous improvement activities. Qualifications Degree with extensive relevant experience; or extensive experience and management expertise; or an equivalent combination or relevant experience and/or education/training. Experience Demonstrated experience in managing and leading a team in a high volume environment including performance management. Experience in managing and allocating resources in an environment with competing priorities. Management experience in the Higher Education sector desirable.