Academic Administration Officer

Applicants are also requested to complete an application form which is available in the following link and select the appropriate post reference:

https://www.middlesex.mu/about-mdx-mauritius/work-with-us

Job Title:               Academic Administration Officer

Campus:                Mauritius 

Reporting to:         Senior Executive Assistant  

Overall Purpose:   

The Academic Administration Officer will provide high-quality administrative and operational support to the Academic Heads of School and the Head of Research and Knowledge Exchange. The post holder is responsible for supporting the effective administration of academic programmes, quality assurance and enhancement activities, committee processes, student-related administration and school operations.

The post holder will provide comprehensive administrative and secretarial support to the Academic Heads of School and the Head of Research and Knowledge Exchange, ensuring the effective coordination of daily activities and academic operations. The role requires the maintenance of professional communication with students, staff, and external stakeholders, the organisation of meetings and events, preparation of correspondence and documentation, and the efficient management of administrative processes to support the Schools' objectives.

The Senior Executive Assistant will provide formal line management to the post holder, including oversight of leave, appraisal and other employment-related processes. Day-to-day work priorities and functional guidance will be provided by the Heads of School and Head of Research and Knowledge Exchange.

Principal Duties:

Academic Administration Support

• Provide administrative support to the Academic Heads of School and the Head of Research and Knowledge Exchange, assisting with the planning, coordination and monitoring of School activities.
• Coordinate School meetings, committee meetings and working groups, including preparation of agendas, papers, minutes and action logs.
• Maintain School calendars and monitor key academic deadlines and operational activities.
• Prepare reports, statistical information and briefing documents required by the Academic Heads of School and the Head of Research and Knowledge Exchange and senior management.

Student Support and Administration

• Liaise with Student Administration and other professional service departments to ensure efficient resolution of student issues.
• Support student engagement activities, induction events, School meetings and academic events.

Operational and Administrative Support

• Manage room booking requests and coordinate logistical arrangements for School activities.
• Maintain accurate records, databases, and filing systems in accordance with institutional policies and data protection requirements.
• Assist with data collection, analysis and reporting to support operational planning and decision-making.
• Coordinate communication with academic staff, external examiners, professional bodies and other stakeholders.
• Support School events, open days, showcases, graduation ceremonies, examinations, and other institutional activities.

Continuous Improvement

• Contribute to the review and improvement of administrative processes and systems.
• Identify opportunities to improve service delivery and efficiency.
• Work collaboratively with colleagues across the University and share best practice.
• Undertake any other duties commensurate with the grade and purpose of the role as required by the Academic Heads of School and the Head of Research and Knowledge Exchange.

Other Duties

• As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

• The post holder will undertake any other duties that are within the scope, spirit and purpose of the role, as requested by the Academic Heads of School or the Head of Research and Knowledge Exchange, in consultation with the Senior Executive Assistant where appropriate.

Flexibility:  

Please note that given the need for flexibility in order to meet the changing requirements, the duties of this post and the role of the post holder may be changed after consultation.

PERSON SPECIFICATION

Job Title:  Academic Administration Officer

Selection Criteria:

Education / Qualifications – Essential

• Educated to degree level or equivalent through relevant work experience.
• Experience in an administrative or similar role within higher education or a related sector.

Skills / Knowledge - Essential:

• Excellent organisational and administrative skills.
• Excellent written and verbal communication skills.
• Ability to organise and prioritise work to meet deadlines.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office applications.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Positive and professional approach to supporting staff and students.

Desirable:

• Previous experience within a higher education environment.
• Familiarity with academic administration processes.
• Experience supporting meetings and maintaining records.