【格城工作】格拉斯哥大学招聘Administrative Assistant (坐标海南)

Full job description

Job Purpose

As an essential interface between UESTC and the University of Glasgow and its key partners in the Chinese higher education sector, the postholder will be responsible for providing a first class administrative service to all students and staff, internal and external stakeholders and external enquirers. As an integral member of the Glasgow College Hainan, UESTC team, the postholder will provide comprehensive administrative support for the delivery of undergraduate/ master programmes based on the curriculum of the UofG/UESTC joint programmes and effective operational support to the Programme Directors and lecturers from the University of Glasgow.

This post is based at the Glasgow College Hainan, UESTC located at Li 'an International Education Innovation Pilot Zone Binhai Campus, Lingshui, Hainan P.R. China 572400.

Main Duties and Responsibilities

1. General Enquiries:

• Act as the first point of contact for enquiries and visitors to UoG office/Hainan based staff within the Glasgow College Hainan, UESTC, dealing with a wide range of general enquiries and providing time to time living support, assist with matters in accommodation, transport and emergencies by using telephone, email, letter and in person.

• Act as liaison for students, UESTC staff and Hainan Campus Bureau regarding matters related to the University of Glasgow.

• Liaise with administrative and academic staff at the University of Glasgow.

2. Administration of Undergraduate/ Master Programmes**:**

• Log and track students on an individual basis from point of entry until graduation, monitoring performance using UofG’s student information system, MyCampus, Moodle, and highlighting potential problems through other appropriate means, such as Exam Board, mitigating circumstances committees and progress committees.

• Maintain the accuracy and integrity of Student Records, ensuring the application of University, College and School policies and procedures, for example the control of confidential information and personal data, monitor student academic registration.

• Maintain relevant confidential University of Glasgow records ahead of specific committee meetings.

• Provide assistance with local timetabling for courses in consultation with relevant colleagues at UESTC and University of Glasgow.

• Provide assistance to ensure efficient preparation, moderation and accurate/timely delivery of exam papers, for example customize answer sheet and cover page of question paper, in support of University of Glasgow teaching office and UESTC Student Affairs Centre.

• Assist with coordinating course marking including second marking from Glasgow, where appropriate, and preparing course and examination data for uploading on MyCampus, for example exam paper samples for accreditation purpose, sort marked answer sheet.

• Assist with creating and presenting complex formulae based spreadsheets of exam assessment data to the relevant School examination boards and its External Examiners.

• Provide comprehensive administrative support to Glasgow College Hainan, UESTC Programme Directors and lecturers.

• Provide comprehensive day-to-day local support of fly-in staff as required during their teaching weeks in Hainan.

3. College Administration Support:

• Check and ensure accuracy of all information relevant to the School and held by the University.

• Support arrangements for student recruitment, induction and graduation events in Hainan.

• Assist Programme Directors and Administration Manager in revising, improving and proof- checking web pages and student/staff handbooks.

• Assist with the recruitment of Graduate Teaching Assistants, ensuring all necessary processes are in place from engagement to payment as well as accommodations and flight bookings. Responsible for all cost reimbursement with UESTC which associated with GTA travels. Provide primary and daily Technical support for labs and GTAs.

• Ensure records are maintained for all visiting staff from Glasgow in line with UESTC policy, follow procedures and regulations of Hainan Campus Bureau for campus entry application.

• Maintain office supplies and liaise with local suppliers for new equipment as required.

• Assist with organizing and setting up meetings and committees, both in person and via videoconference, including taking minutes from English and Chinese speakers.

Provide statistical information as required to assist with forward planning.

4. Ad Hoc:

• Undertake any other duties as assigned by line managers in support of the delivery of joint programmes, for example transcript preparation, Final Year Project monitoring.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 High School graduation certificate OR evidence of progression and development gained through 3-4 years relevant work experience.

A2 Knowledge of Chinese and UK Higher Education procedures, standards and regulatory environments.

Skills

Essential

C1 Fluency in both English and Chinese.

C2 Excellent interpersonal skills, able to provide a high standard of customer care with a positive and helpful attitude in responding to enquiries.

C3 Proven strong organizational and time management skills.

C4 Excellent communication skills, with the ability to interact with all levels of University staff and students, both orally and in writing.

C5 Tact, diplomacy and discretion.

C6 Ability to adapt in a changing environment, and manage work effectively across national

boundaries and time zones.

C7 Proven ability to demonstrate initiative and exercise judgment to resolve problems independently.

C8 Demonstrable ability to work accurately under pressure, with excellent data / record inputting skills.

C9 Proven analytical and problem-solving capability, able to present information to a range of audiences.

C10 High level of numeracy skills.

C11 Ability to work independently and proactively, planning and setting own priorities and targets.

C12 Proven ability to work as a member of a team.

C13 Advanced IT skills in all Microsoft packages, specifically Excel, and a demonstrated ability to work with new IT tools.

Experience

Essential

E1 Sufficient relevant experience with the above qualifications OR a strong track record and relevant experience in an administration working environment.

E2 Experience of developing and maintaining student records.

E3 Experience of maintaining large spreadsheets using multiple formulae.

E4 Strong customer/client focused background.

Desirable

F1 Experience of working within a University/Higher Education setting supporting the academic and student community.

Job Features

Dimensions

Administration and support for approximately 300 at present and growing to more than 2000 undergraduate/master students, as well as support for future programmes which will contribute to an increased student community.

General assistance to enquirers and stakeholders.

Assistance to academic administrators, lecturers and Programme Directors.

Frequent liaison with Glasgow-based colleagues in delivery of programmes and events. Assistance in timetabling and room-booking of classes, labs and tutorials.

Planning and Organising

Planning ahead for the delivery of administrative tasks and prioritising own work load, assisting in the meeting of UESTC; Glasgow College Hainan, UESTC ; School and College deadlines and dealing effectively with competing priorities.

Decision Making

Prioritising own workload, managing conflicting priorities to meet deadlines. Responding to general enquiries appropriately.

Making decisions and using initiative on routine matters and responding to ad hoc enquiries. Identifying and eliminating issues with student records system.

Supporting best options for timetabling and room bookings.

Coordinating course and examination arrangements for students with disabilities. Assisting with Glasgow College Hainan, UESTC events arrangements.

Internal/External Relationships

Communicating closely, in person and by email with students and staff, including staff at the University of Glasgow (particularly the Heads of School Administration and other key officers), and UESTC.

Liaising by email, telephone and in person with advisers, peers in other departments and potential students.

Contributing to the Glasgow College Hainan, UESTC ethos and supporting the Administration Manager and Programme Directors.

Problem Solving

Acting as first point of contact for incoming administrative enquiries relating to assigned staff/tasks and thereafter using initiative and judgment to identify which issues should be taken forward and by whom.

Responding to policy changes.

Dealing with student enquiries and problems, providing solutions or acting as signpost to other services.

Creating mark spreadsheets for final Exam Board meetings that present all necessary information about each student’s performance.

Supporting examinations with advice and providing immediate adjustment of results and other information whenever necessary for Exam Board meetings.

Other

The post plays a crucial role in enhancing the Glasgow College Hainan, UESTC and University of Glasgow School of Engineering Learning and Teaching strategy. Ability to travel to home campus in Glasgow, Scotland may be required for training purposes.

The successful candidate will be employed by FESCO Sanya.

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