Academic Services Officer

Townsville, Australia
06 Apr 2018
End of advertisement period
19 Apr 2018
Contract Type
Fixed Term
Part 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 the directorate. The incumbent responds to academic staff, supports student enquiries and provides administrative support that enables the teaching and learning agenda.

The Academic Services Officer works within a team that collectively provides administrative support and appropriate record keeping in subject coordination and outlines, timetabling, examination and assessment processes, and learning and teaching procedures. The incumbent supports aspects of the JCU learning and teaching awards and grants program and assists the Dean with the administration of external awards and grants

Division of Academic and Student Life

The Division of Academic and Student Life is responsible for the overall strategy in relation to learning and teaching, academic quality, student services, careers and counselling, equity and library and information services at JCU. The Division plays a critical role in working with and across the Colleges and Divisions at JCU and also works in collaboration with the Office of the Senior Deputy-Vice Chancellor in driving and meeting the University’s objectives and Strategic Intent. The Division of Academic and Student Life oversees a large component of the student experience within James Cook University.

The Division includes the Learning, Teaching and Student Engagement Directorate, Library and Information Services Directorate, and the Student Services Directorate.

Learning, Teaching and Student Engagement Directorate

The Learning, Teaching and Student Engagement Directorate supports strategic activities in learning and teaching across a range of areas for both staff and students including: staff professional development, learning technologies, pathways and transition to study, academic language and learning as well as services to ensure equity and student wellbeing. The Directorate delivers a number of University-wide projects and programs, which support academic staff, including professional development induction programs, the delivery of the Graduate Certificate of Education (Academic Practice) and support for applications for teaching grants and awards.

Organisational Charts

James Cook University

Division of Academic and Student Life

Learning, Teaching and Student Engagement Directorate

Principal Accountabilities

  1. Provide administrative support functions for academic staff and students within the Directorate,supporting all areas of the Teaching and Learning Agenda including, maintaining TRDB and database of learning leadership roles.
  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 Directorate 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, awards and grants including secretariat support to learning, teaching and research committees, assisting with Directorate 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 administrative support for internal and external learning and teaching awards and grants programs including updating databases, promotional materials, coordinating relevant workshops and ensuring compliance with all requirements.
  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 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 ability to manage 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, Word, PowerPoint 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.

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