Postgraduate Programs Administrative Coordinator (Maternity cover)

Postgraduate Programs Administrative Coordinator (Maternity cover)

OVERALL, PURPOSE (Position Objective)

The role of Postgraduate Programmes Administrative Coordinator is to support the academic programme leads in the professional planning, effective implementation and delivery, and evaluation of programmes. The role holder is responsible for supporting the development and implementation of GSD’s postgraduate teaching programmes (master’s).

In the first stages, this will involve support with the development and presentation of curricula, responsibility for overseeing licensing requirements, the development of templates for the master’s programme(s), the creation of pages and platforms within the UCA virtual learning environment, liaison with partner universities, and support to the master’s programme director in various aspects of programme development and planning.

Upon launch of the programme, the role will include supporting student recruitment, onboarding and management, responding to student queries, providing marketing information for the communications team, providing information for timetabling, servicing committees, organizing / allocating seminar groups, organising events, organisation around assessment (including arranging marking and inputting of marks), liaison with academic staff, updating the virtual learning environment (VLE) and attendance monitoring. Beyond the day-to-day operational work, the role involves supporting Quality Assurance (QA) processes, facilitating academic review, gathering and sharing programme and module information and reporting to the Academic Council on behalf of GSD.

The role holder is expected to work closely with academic staff, colleagues in other professional services, including the Centre for Teaching, Learning and Technology (CTLT), the Registrar Office and International Office, as well as being an integral part of the Academic Operations Office of the Graduate School of Development.

MAIN DUTIES AND RESPONSIBILITIES

• Support the development of curricula, study plans, learning agreements and other related documents for GSD’s education programmes.
• Assist in the process of acquiring licenses for master’s programmes.
• Oversee the logistical aspects of the education programmes, including participant registration, venue booking, travel arrangements, catering and online activities.
• Manage participant databases, including registrations, attendance records, and evaluations.
• Coordinate the response and resolution to student programme-related issues.
• Understand and ensure adherence to UCA policies and academic regulations.
• Understand, interpret and communicate set guidelines and procedures in order to support students.
• Know when to refer complex problems to managers/colleagues.
• Carry out general administrative tasks as needed including attendance monitoring, returning coursework to students, checking coursework submissions, timetabling, organizing seminar groups, providing assessment information, maintaining records and files, reporting on programme and student performance.
• Manage the Moodle (VLE) pages for GSD programmes.
• Assist in the preparation and distribution of communication materials, such as programme brochures, announcements, and updates.
• Collect, compile, and analyze participant feedback and evaluations to contribute to programme improvement.
• Assist in the creation and formatting of programme-related reports, presentations, and proposals.
• Coordinate with external partners, facilitators, and vendors to ensure smooth programme delivery.
• Support coordinating events, workshops, seminars, and conferences within the education programme.
• Provide administrative support to Education Programme Directors including scheduling meetings and handling critical correspondence.
• Work closely with other departments of UCA, including HR, Administration Department, CTLT, the Registrar Office, Finance Department, and Legal Office, to ensure effective communication and coordination for programme activities.
• Maintain programme documentation and records, including contracts, agreements, and legal documentation.
• Assist in budget monitoring, expense tracking, and financial reporting related to education programmes.
• Process financial transactions through the SAP (ERP) system and SAP SSO, including reimbursements and expense claims.
• Deal with routine enquiries and signpost other relevant services.
• Conduct routine administration and servicing committees.

Perform any other duties as assigned by the Academic Operations Manager (AOM), the Programme Director(s) and the Dean of GSD.

OCCASIONAL SIGNIFICANT DUTIES

Other

• Ensures compliance with personal data protection regulations and maintains confidentiality of sensitive information
• Performs other duties as assigned by the Supervisor, consistent with the scope of the role and department needs.

QUALIFICATIONS- ESSENTIAL

• At least a bachelor's degree in a relevant field (e.g., education, social sciences, communications).
• Minimum of 3 years of experience in administrative or programme support roles, preferably in a Higher Education (or similar) settting.
• Significant experience of administration in a highly pressured environment or a similar complex organization.
• Experience of prioritising, setting goals and working under pressure to tight deadlines.
• Experience of using, compiling and maintaining complex databases and providing requested data quickly and effectively.
• Excellent organisational and time management skills, with the ability to multitask and prioritise tasks effectively.
• Strong written and verbal communication skills, including the ability to prepare clear and concise reports, emails, and presentations.
• Proficiency in using office productivity software (e.g., Microsoft Office Suite, Google Workspace).
• Attention to detail and accuracy in data management and record-keeping.
• Ability to work independently and collaboratively in a team-oriented environment.
• Strong interpersonal skills and ability to build positive relationships with diverse stakeholders including administrative and academic colleagues, facilitators, program participants and officers from across the university.
• Ability to work flexibly as required to deliver completed tasks on time.
• Ability to develop, implement, input and produce reports from computerised record systems.
• Ability to contribute to ideas and the development of the post.
• Ability to question, evaluate, review and develop processes as a result.
• Familiarity with budget tracking and financial reporting is an advantage.
• Ability to maintain confidentiality and handle sensitive information with discretion is essential.
• A high standard of written and spoken English is essential for this role.
  Languages:
• Advanced (fluent) English and Russian.
• Working knowledge of Kyrgyz, Tajik, and/or Kazakh would be an asset.

UCA Background:

The University of Central Asia (UCA) was founded in 2000 as a private, not for profit, secular university through an International Treaty signed by the Presidents of Kazakhstan, Kyrgyzstan and Tajikistan, and His Late Highness Prince Karim Aga Khan IV; ratified by their respective parliaments and registered with the United Nations. The Presidents are the Patrons of the University and His Highness Prince Rahim Aga Khan V is the Chancellor. UCA’s mission is to promote the social and economic development of Central Asia, particularly its mountain communities, by offering an internationally recognized standard of higher education and enabling the peoples of the region to preserve their rich cultural heritage as assets for the future. UCA is distinguished by its three schools: the undergraduate School of Arts and Sciences (SAS), the Graduate School of Development (GSD), and the School of Professional and Continuing Education (SPCE).

How to Apply

Ready to join our team? We kindly invite you to submit your application for this position by clicking the Apply button on this page. To facilitate a smooth application process, please create an account on our website. Be assured that the account setup and application steps are straight forward. Applications will be reviewed when received. Early applications are strongly encouraged. Only shortlisted candidates will be contacted.