Academic Services Officer

3 days left

Cairns, Australia
13 Aug 2019
End of advertisement period
20 Aug 2019
Contract Type
Fixed Term
Full Time

Position Overview

The Academic Services Officer directly supports Academic staff and students ensuring the smooth and efficient operation of academic teaching and learning within a designated College/within the Division. The incumbent will respond to Academic staff and student enquiries and provide administrative support that enables the teaching and learning agenda.

The Academic Services Officer will work within a team that collectively provides administrative support for undergraduate, postgraduate coursework and honours admissions and appropriate record keeping in subject coordination and outlines, timetabling, examination and assessment processes, learning and teaching procedures, HDR candidature administrative support. The incumbent may specifically focus on a particular accountability from time to time within the accountabilities as determined by the Team Leader depending on College Academic Services team needs.

The Academic Services Officer plays an integral part in meeting the University’s objective to be administratively light and directly enable the reduction of administrative burden which impacts on academic staff.

Division of Tropical Health and Medicine

The Office of the Division of Tropical Health and Medicine provides collaborative leadership with the Colleges and ensures that the Colleges are able to deliver the core business of learning and teaching, research and engagement and contribute effectively to the strategic agenda.

The Division office drives the strategic objectives of the Division and also services a proportion of College administrative operations.

The Colleges of the Division include:

  • Medicine and Dentistry
  • Healthcare Sciences
  • Public Health, Medical and Veterinary Sciences

Organisational Charts

James Cook University

Division of Tropical Health and Medicine

Principal Accountabilities

  1. Provide administrative support functions for Academic staff and students within a/for college/s supporting all areas of the Teaching and Learning Agenda including undergraduate and postgraduate coursework, professional registration databases, maintaining TRDB and database of learning leadership roles, honour admissions, student lists and milestones and transnational education administration.
  2. Respond to academic staff queries, including casual Tutors, Adjuncts and student enquiries, providing advice on teaching and learning administrative processes, including coordinating effective and efficient flow of information, process and policy changes, study plans and student arrivals.
  3. Work collaboratively with Academic staff to develop and keep up to date undergraduate, postgraduate and transnational subject and course materials, including maintaining courses and subject databases (CSDB), developing subject outline and study materials, archiving student outlines, loading material onto the Learning Management System, monitoring postgraduate student progress, assessment exemplars and lecturer information. 
  4. Coordinate timetabling for the college including time and space allocations, room bookings, once off room bookings, student tutorial sign ups, room maintenance as required and resolution of conflicting scheduling demands.
  5. Provide informal and formal examination and assessment administration support including assignment generation, exam building, processing of results, grade distribution analysis, assessment quality audit and certification and collation of student grades. 
  6. Provide administrative support in a range of Academic Services including secretariat support to learning, teaching and research committees, assisting with college event coordination, course promotion, course evaluation processes and enter publication details and bibliographic information as required.
  7. Coordinate documentation relating to student misconduct and student complaints documentation and provide support and advice regarding process as required.
  8. Provide HDR administrative support by processing HDR candidature, scholarship and honours applications, assessments and approvals, following up candidature milestones and reports, variations to candidatures, encourage compliance, conduct exit surveys, seminar organization and thesis examination.
  9. Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
  10. Demonstrate a commitment to the University values.
  11. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.


There are generic responsibilities that apply to all James Cook University staff.

Your specific level descriptor can be found at:

Professional and Technical

Level 5

Generic Accountabilities

There are generic responsibilities that apply to all James Cook University staff.  

  1. The Academic Services Officer is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
  2. The Academic Services Officer is required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance. This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations. Contribute to the continuous improvement of our WHS performance. 
  3. The Academic Services Officer is required to exercise proper discretion in all matters affecting the well-being of the University which involve public writing or speaking in accordance with the University’s Code of Conduct.

Selection Criteria

Selection and appointments will be assessed against selection criteria.


  1. Degree qualification in business administration or equivalent field and relevant administrative work experience in supporting academic teaching and learning agenda or an equivalent combination of experience and/or education and/or training.
  2. Demonstrated experience in the administration of curriculum support for undergraduate and/or postgraduate academic programs.
  3. Demonstrated well-developed organisational and time management skills with the ability to manage own workflow and prioritise to ensure deadlines and targets are met. 
  4. Demonstrated well-developed written and interpersonal communication skills in dealing with people from a variety of backgrounds with competence and computer literacy in a range of computer programs such as Microsoft Outlook, Excel and Word, Power Point and Adobe.
  5. Demonstrated excellent customer service skills in managing high numbers of inquiries via phone and email, utilising problem solving skills to provide information and advice on policies and procedures exercising confidentiality and discretion.
  6. Ability to work independently as well as part of a team.