Academics Executive

Job description:

The role requires a detail-oriented and proactive Academic Executive. This role is central to supporting the student journey from enrolment through graduation by ensuring accurate tracking of student progression, academic performance, attendance, and compliance. The post holder will serve as the link between academic teams, Admissions, and Student Services to coordinate and maintain accurate academic records and provide reliable administrative and data support across all stages of the student lifecycle.

Duties and Responsibilities :

Re-Enrolment & Progression Pathways

• Oversees the re-enrolment process each semester in collaboration with Course Directors to ensures timely student confirmation
• Coordinates with Studies Advisers to identify students not re-enrolling and supports cases of withdrawal, repeat, compensation, or leave of absence
• Liaises with Finance and Admissions to confirm academic and financial clearance before progression
• Maintains records of academic progression pathways, including transitions and programme transfers
• Provides data and reports for Annual Monitoring reviews, ensuring they are submitted for Registrar purposes

Attendance and Compliance

• Tracks attendance in coordination with faculty and Studies Advisers to meet CUQ and Ulster requirements
• Documents excused and unexcused absences, sick leaves, and leave requests accurately
• Generates regular attendance compliance reports for registrar purposes
• Supports the SSCC process with student engagement data and attendance alerts by supplying accurate data (such as attendance trends, participation rates, or any red flags) to support discussions during faculty meetings and enable evidence-based decision-making by academics

Student Progression & Academic Tracking

• Maintains grade records, deferrals, and extenuating circumstances in coordination with relevant teams
• Assists in organising intervention plans for students at academic risk and maintain tracking logs by supplying the necessary evidence to academic teams; final decisions will be made by the academic team
• Ensures timely student data updates in Class365 and supports the preparation of exam board results

Timetabling and Section Allocation

• Receives course timetables from Academic Affairs and Course Directors
• Shares final timetables with students and updates the system with accurate information
• Manages section allocations based on delivery plans and room capacity
• Assists faculty with timetable clarifications and updates

Graduation and Alumni Management

• Tracks student eligibility for graduation based on academic and financial clearance
• Coordinates academic completion checks before issuing clearance
• Maintains accurate alumni data in collaboration with MIS Administrator
• Oversees the issuance of graduation certificates and manage graduation record archiving

Quality Assurance Support

• Maintains accurate module enrolment data and supports academic departments in timetabling and academic reporting

Examinations and Placement Testing

• Serves as the designated Exam Officer responsible for receiving final grade submissions and coordinating with academic teams
• Assists in the execution of examinations in liaison with faculty and ensures appropriate exam logistics are in place when needed
• Oversees placement testing activities in collaboration with the Admissions and Records Executive, including receiving exam bookings, confirming timings, preparing classrooms, and managing invigilation arrangements
• Ensures all exam-related materials and documentation are prepared and archived according to institutional guidelines

Interdepartmental Liaison and Student Communications

• Serves as the central liaison between students, faculty, Admissions, Student Affairs, and Finance
• Communicates important academic milestones, policies, and deadlines effectively
• Supports the establishment of student handbooks, policies, and regulations

Skills

• Strong organisational and data management skills with attention to detail
• Excellent communication and interpersonal abilities
• Proficiency in using student information systems (e.g., Class365) and Microsoft Office tools
• Understanding of university academic frameworks, programme structures, and progression rules
• Familiarity with international education systems and grading structures
• Understanding of different grading systems, academic regulations, and advising frameworks used in higher education
• Ability to coordinate across departments and work collaboratively
• Ability to maintain confidentiality and ensure compliance with institutional policies

Qualifications:

• Bachelor's degree (or equivalent) in a relevant field (e.g., education, business administration)
• A dynamic and social personality with a proactive role in supporting applicants, students and university staff

Experience

• A minimum of two years' experience working in admissions or office administration is required
• Experience working in an educational or training environment

Job Type: Full-time

Job Type: Full-time

Application Question(s):

• Are you available to join immediately?