Programme Administrator

Ensuring that information on courses, including timetabling, course outlines and enrolment procedures for options, is disseminated to students clearly, accurately, and in a timely manner

Communicating student deadlines and circulating necessary reminders

Managing the administration of student supervision arrangements Supporting the process for gathering and collating student feedback, including by sending, monitoring and analysing termly surveys with review oversight from the Programme Coordinator

Providing administrative support to students and the Course Director in promoting and facilitating student immersions/ secondments/ placements/ overseas fieldwork/ university visits and/or exchanges.

Liaising with the Language Centre, academic and administrative colleagues to support Language Centre priority students as required.

Assist with PBI monitoring (points based immigration relating to student visas) B) Supporting the Programme’s academic staff to help oversee operational and administrative aspects of the Programme:

Supporting admissions activity within the Programme, providing access for assessors to applications and monitoring the selection process to the point that final decisions are communicated to the OSGA Admissions Team

Assisting the Programme admissions assessors in completion of scholarship nominations for the Clarendon, ESRC another ad-hoc funding opportunities and submission to the OSGA Admissions Team

Liaising closely with the OSGA Admissions Team as required to address queries as they arise

Liaising closely with the Course Director / DPhil Director in the planning of the Programme’s student induction and communicating plans and relevant information to the incoming cohort

Providing administrative support to the Course Director / DPhil Director for Course planning, including communication with lecturers

Coordinating the drafting of Programme timetables and managing associated room bookings

Keeping a record of supervisory arrangements and liaising with supervisors from time to time

Liaising with both academic and administrative colleagues in OSGA and other departments to maintain accurate records of available option courses

Provide events support for regular/reoccurring Programme events in support of teaching and other core Programme activities. This may include arranging for appropriate IT support, requesting event risk assessments, managing room bookings, organising catering, support for visa, travel, and accommodation bookings as required.

Assisting with the maintenance of the programme CANVAS site in consultation with the CANVAS team in IT Services as appropriate and updating ORLO reading lists after consultation with the Course Director and/or specific course convenors. Signposting academic colleagues to appropriate training for these systems so they can maintain their course related content including reading lists.

Liaising closely with colleagues within the School and across the collegiate University on all Programme relevant matters (for example, fieldwork risk assessments, travel insurance, and pre-checking before sending research ethics approvals)

Servicing School and Programme Committees as required including GAS Management and Teaching Committee and GJCC

Working with the Programme Coordinator and Connected Communications Team to support accurate programme marketing and communications and the creation and development of Programme promotional materials as required. C) Facilitating Examinations and Assessments including:

Coordinating and managing the course options process and ensuring that students are correctly registered with the Academic Records Office

Effectively managing the administration of formative and summative assignments, using Outlook, Inspera, and Turnitin (as required) and to assess submitted work for plagiarism as appropriate

Liaising with conveners and External Examiners re paper setting

Formatting papers/assessments

Setting up exams in Inspera (checking candidate entry including those from other Departments, uploading questions, communicating deadlines and submissions instructions)

Sending detailed instructions to candidates on submission rules and using Inspera

Downloading submissions and disseminating these to markers

Tracking and following up on late and non-submissions

Assisting the internal examiner with collating marks

Formatting and sending out submission feedback

Providing statistical data for internal examiner’s report

Maintaining and updating the Examiner Appointments and Payments (EAP) portal with

examiner and assessor nominations and payments

Sending marks and Mitigating Circumstances Notices to Examiners (MCE) to central

OSGA board

Process non-welfare related applications for dispensations to Education Committee

Submitting MCE outcomes, marks, and final degree outcomes via eVision for

publication to students once approved by the OSGA Exam Board.

Updating/writing exam Conventions

Updating/writing exam Regulations