Academic Affairs Officer

The Academic Affairs Officer is responsible for providing the administrative support to the academic operations of the cluster.

Post: ACADEMIC AFFAIRS OFFICER

Salary : Rs 25,000 – Rs 35,000

Qualifications:

A degree in Administration or Management or a related field from a recognized institution or an equivalent qualification acceptable to the Board.

Experience, Knowledge and Skills

Candidates should –

1. reckon at least three years’ post-qualification experience at administrative level;
2. be proactive and have the ability to work under pressure;
3. possess good communication and interpersonal skills;
4. possess good analytical and problem-solving skills;
5. possess supervisory skills; and (vi) be computer literate.

Candidates should produce written evidence of experience/knowledge claimed.

Duties

1. To report to the Programme Coordinator in the discharge of their duties which include, inter alia,

• Attending to all administrative issues related to the campus. students, courses and the cluster including and not restricted to bus pass, updating time table, ensuring availability of facilities, planning and convening for students’ interviews, booking of meeting rooms, among others;
• Keeping updated database of the cluster and its operations
• Ensuring that programs offered are marketed appropriately through campaigns developed by the marketing department including and not restricted to adverts, campaigns in malls, CSU events and talks in colleges.
• Ensuring that recruitment of students is done in a systematic approach comprising of shortlisting, interviewing and selection whilst ensuring that the candidates enrolled have the required requisites to be part of the program
• Planning and implementing an onboarding process of student that is smooth, with necessary support provided including issue of bus pass, counselling and handholding from the time of selection to them starting their course on selection day.
• Enrolling students on class 365 and keeping same updated at all time
• Ensuring that students are provided the right environment to learn in the campus
• Preparing schedule of the program are developed and disseminated to students in a planned approach
• Ensuring that exams are conducted are per schedule and in alignment with the requirements of the academic partners.
• Preparing externships of students and ensuring same is followed as per plan
• Ensuring that study visits of students and academics are undertaken as per the required schedule
• Supporting in the development of course catalogs, promotional materials, educational materials, training manuals, newsletters, and/or brochures, as appropriate to the program.
• Setting up and management of online timetables for the programme(s) and to arrange resource persons for their smooth delivery
• maintaining up-to-date student records and email lists, including working with the Admissions team and Registry to ensure that all students are registered properly and to resolve problems as quickly as possible.
• Preparing and submitting FTES claim online as per schedule

2. To maintain liaison and lines of communication with outside bodies and institutions in the furtherance of the activities of Polytechnics Mauritius Ltd.

3. To draft and prepare agenda, minutes and reports at management and other committee meetings.

4. To promote and participate in the organization of programmes, events, functions and activities aiming at enhancing organizational efficiency and effectiveness.

5. To deal with enquiries from staff, students, lecturers, external clients and members of the public in a courteous and helpful manner.

6. To manage all aspects of student administration from admission to graduation and supports the recruitment processes of students

7. To provide support for functions such as Open days, Graduation Ceremonies, Conferences and campus events as required.

8. To support the Programme Coordinator in the discharge of his/her duties namely follow up on the attendance of the academic staff, attendance of students, dispensing of courses, time table, disciplinary action, facilitation for transport and observance of general rules and regulations applicable to the cluster.

9. To make use of ICT in the performance of his duties.

10. To perform such other duties directly related to the main duties listed above or related to the delivery of the output and results expected from the Academic Affairs Officer in the roles ascribed to him/her.

NOTE:

The Academic Affairs Officer may be required to work outside normal working hours including Saturdays, Sundays and Public Holidays.