Administrator

Job Description

Job Purpose :

The purpose of this role is to support the GUCR Director in running the GUCR department efficiently. This includes assisting in administration, operations, and coordination of students, faculties and other departments. The role involves managing course files, scheduling courses, collaborating with faculty, and communicating with students to facilitate their academic needs. It also provides ongoing support to both students and faculty throughout the academic year.

Key Responsibilities:

Support and Assist GUCR Director for Course Scheduling and teaching load distribution

• Assist with organizing and coordinating course scheduling for each upcoming semester.
• Collaborate with all GUCR faculty (both part-time and full-time) to ensure appropriate distribution of teaching loads, then submit this information to the relevant department for approval.

Support GUCR Director in ensuring faculty compliance with course file submissions, Adherence UD policies, implementation of syllabus revisions, and other relevant university guidelines

• At the end of each semester, ensure that both part-time and full-time faculty completed and submitted their course files with all required documentation properly uploaded and provided to the QAIE team.
• Coordinate with the QAIE team to confirm that course files from part-time faculty are reviewed and cleared in accordance with institutional standards. If discrepancies are found, work with the respective faculty to resolve them and ensure compliance.
• Communicate and coordinate with all faculties of significant updates on UD policies, substantial course changes, GUCR policies, and other important updates, ensuring implementation and adherence to the changes.

Student-Faculty Liaison and Resource Coordinator, collaborating directly with the GUCR Director

• Communicate with students in person, via email, or by phone to address inquiries, provide necessary solutions, or forward them to the appropriate person who can help resolve their issues.
• Coordinate and support faculties by providing the resources they need, including classroom logistics, coordinate IT for technical support, and other departmental resources, to help them achieve better outcomes.

Part-Time Faculty Administration Coordinator under GUCR Director’s oversight

• Coordinate with the relevant department to ensure that contracts for part-time faculty are in place.
• Prepare and process the monthly claims for the GUCR part-time ensuring they are paid accurately and on time.
• Coordinate with part-time faculty regarding their schedules and provide them with relevant information about university policies, guidelines, and resources to support them in performing their duties effectively.

Assessment Coordinator, in coordination with the GUCR Director

• Ensure all approvals from relevant signatories are obtained before any assessments take place for all GUCR courses, for both part-time and full-time faculty; confirm adherence to moderation guidelines, address any issues or discrepancies, ensure that assessments are validated to maintain quality and consistency, and file the documentation afterwards.
• During assessment periods, maintain ongoing communication with faculty to address any logistical or issues that may arise and propose solutions as needed.
• Collaborate with faculties to assign invigilators for final exams in GUCR courses for compliance with examination policies.
• Collaborate with relevant department and faculties to make sure midterm exams reflected in the portal accordingly.

Other Responsibilities:

• Coordinate and arrange meetings with potential candidates in case additional part-time faculty are required, upon notification from the GUCR Director
• Take minutes of GUCR department meetings.
• Keep digital records of all files pertaining to GUCR documents, including course scheduling, assessments, and curriculum updates.
• Store academic-related hard copy files, handed to me by faculty, in the storage room at the end of each semester
• Notify students of any changes to their class schedules or other course-related information.

Performance Criteria:

1. Course Scheduling and Teaching Load Distribution (Accuracy of Course Schedules, Timeliness of Submission, Accuracy of Teaching Load Distribution, Communication Effectiveness with Faculty, Resolution Time for Scheduling Issues)
2. Course File Submissions (Documentation Accuracy Check, Timeliness of Follow-up, Resolution Time for Discrepancies, Communication Effectiveness, Quality of Coordination with QAIE Team)
3. Student-Faculty Liaison and Resource Coordinator (Issue Escalation Efficiency, Issue Resolution Efficiency, Classroom Logistics Readiness, Resource Request Fulfillment, IT Support Coordination, Faculty Support Satisfaction)
4. Part-Time Faculty Administration Coordinator (Contract Management Efficiency, Timeliness and Accuracy of Payment Processing, Faculty Satisfaction with Communication and Support, Resolution Time for Faculty Issues)
5. Assessment Coordinator (Approval Process Management, Faculty Communication Efficiency, Assessment Issue Resolution Speed, Timeliness of Information Dissemination, Assessment Schedule Adherence, Proactive Issue Identification)
6. Accuracy of taking meeting minutes, efficiently arrange meetings, capability of storing soft and hard academic files, and Proficient in coordinating with students.

Preferred Qualifications

•College-level or equivalent certification in Business Administration.

Experience:

• Minimum of 3 years of administrative experience.
• Able to communicate effectively, demonstrating a positive attitude.
• Proficiency in Microsoft Office.
• Knowledgeable in digital storing solutions.
• Knowledgeable in software navigation.

Competencies:

• Proactive
• Aiming to Deliver Results, Even Without Anyone Watching
• Able to identify top priorities
• Technology or Digital proficiency – Skilled in MS Office, cloud platforms, software navigation
• Organizational Skills
• Communication Skills
• Attention to Detail
• Collaboration and Teamwork
• Problem-Solving
• Customer Service Orientation
• Administrative Efficiency
• Adaptability and Flexibility