Departmental Officer

Departmental Officer School of Computing and Communication (SCC) x 1

Departmental Officer Lancaster University Management School (LUMS) x 1

Lancaster University Leipzig offers a range of Lancaster University (LU) degree programmes and is committed to providing the same academic quality and fully rounded student experience as in the UK. In January 2020, the campus opened with an LU accredited foundation programme delivered by Navitas Germany GmbH – part of Navitas Group - an Australian public listed company. As a modern and dynamic educational institution committed to providing quality educational programmes and excellent student support in an environment that encourages students to achieve the best possible results in their studies. Lancaster University Leipzig offers a broad portfolio of undergraduate, post-graduate and pathway programmes in Business and Computer Science.

Both the Departmental Officer of the School of Computing and Communication (SCC) and the Departmental Officer of Lancaster University Management School (LUMS) are critical members of the professional services team and play significant roles in administering key aspects of the student academic life cycle. The Departmental Officer will assist the Director of Academic & Student Services in maintaining the Campus’s student management system and ensuring that records are compliant with Campus, partner University and external stakeholder expectations. The role holder will support all policies and regulations ensuring a high standard of accuracy and completeness at all times.

Positions: Full-time, permanent

Location: Leipzig

Salary: Competitive

Departmental Officer Responsibilities:

Student Records

• Maintain the student records systems, Navigate & LUSI, to ensure that the information held is accurate and complete at all times.
• Undertake regular audits of the student records systems, addressing any data gaps by obtaining the relevant data from appropriate sources.
• Provide the university partner with reports on changes to student circumstances, course withdrawals or deferrals, student engagement and visa refusals.
• Co-ordinate in year student performance monitoring.
• Update student records as a result of reports received from the University Board of Examiners.

Timetabling

• Arrange and collate the teaching timetable for the Campus, taking into consideration academic staff availability and other significant factors.
• Assist with the programming of Eventmap and building of the annual time- and room planner.
• Publish the timetable in advance of the start of the semester and respond to timetabling requests from students and staff throughout the academic year.

Assessment Operations

• Coordinate examinations and coursework assessments (online and face-to-face), as well as invigilation.
• Support the provision of front-line services to students and academic teaching staff providing on-going support with regards to key information concerning the academic environment and associated technologies.
• Manage the front-line student academic enquiries which will include; timetable and examination information, assessment regulations and results release.
• Coordinate the administration surrounding academic misconduct and appeals.
• Meet with and advise students in relation to internal procedures such as academic appeals and extenuating circumstances.
• Assist in the production of necessary documentation for and the conduct of annual assessment boards.
• Assist with the review of data – including Power BI and progression data – as well as the production and writing of annual review documents (including but not limited to annual programme reports).

Student Support

• Plan and implement an on-going programme of student-centered events and activities (academic); work with student representatives on the development of a robust student voice strategy.
• Support the coordination and evaluation of the annual Student Satisfaction Survey.
• Support the Student & Academic Services team with Well-being and Mental Health related tasks.
• Reception tasks and triaging of support needs; taking on of basic student language support for their settlement.

Cross-Departmental Tasks

• Support, when needed, with cross-departmental events, such as company rentals, conferences, recruitment events.
• Support, when needed, with the production of admissions related documents and following admissions processes.
• Support, when needed, with the creation of marketing material, especially student testimonials, success stories and examples of best practice.

Other

• Maintain confidentiality at all times regarding Campus information and student files.
• Provide support for major academic events such as orientation, registration and graduation and to assist with the planning and co-ordination of ad-hoc projects.
• Attend staff meetings and training as required.
• Continue to develop skills and knowledge in work practices, policies and procedures.

Your Profile:

Essential

• Tertiary-level education or related sector qualifications/training.
• Initial experience in an education, visa, immigration, or customer service-focused environment.
• Good understanding of higher education processes.
• Strong verbal and written communication skills in both English and German.
• Excellent knowledge and understanding of front-line customer relationship management.
• Proven ability to work effectively as a team player.
• Proven ability to organise own workload and manage a variety of task demands.
• Flexible attitude towards work, including a willingness to work weekends and evenings to support student and administrative activities.
• Computer literacy skills, including demonstrated competence with Microsoft Office suite (PowerPoint, Excel, Word, and Outlook).
• Proficiency in Microsoft Excel, particularly in data filtering, pivot tables, and mail merging functions.
• Strong attention to detail, particularly with regard to understanding policies and procedures.
• Possess a proactive and positive “can do” mentality.

Desirable

• Degree level education.
• Experience working in an international education setting.
• Front-line customer relationship management experience with a multicultural clientele.
• Familiarity and understanding of the German visa process.
• Experience working with CRM systems.

Navitas is a safeguarding employer and the successful applicant may be required to undergo a German criminal record check (Erweitertes Führungszeugnis).

About Us

Navitas is a leading global education provider that has helped generations of learners transform their lives through education. We create life-changing opportunities to learn by delivering an extensive range of educational services to over 60,000 aspirational students across our global network each year. Navitas colleges are modern and dynamic educational institutions committed to providing quality educational programmes and excellent student support in an environment that encourages students to achieve the best possible results in their studies.

Diversity and Inclusion

Navitas promotes and embraces an inclusive and diversified workforce. We believe equality, flexibility and diversity in the workplace will deliver a rich and collaborative environment for our employees, students and clients.

We encourage applications from candidates with disabilities, of all ages and genders.

Application Procedure

The application package should consist of a covering letter, curriculum vitae and two contacts (including positions) for recommendation letters. Please merge all documents into one PDF file.

Applications close on Wednesday 24/07/2024 at 00:00pm however, we reserve the right to progress or confirm applicants prior to closing date. Applications received after the closing date may be considered pending the recruitment process.

If you have not heard from us within two weeks of the closing date, please assume you have not been short-listed for interview on this particular occasion.

To our agency partners – thank you for your interest however, we will not be accepting unsolicited applications and we do not require support for this role, at this stage.