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Description
Student Administration and Academic Affairs Officer Location: University of Southampton Delhi, Gurgaon, India Type of Contract: Permanent, Full Time Start Date: ASAP Salary: Competitive Overview The University of Southampton, in partnership with Oxford International Education Group (OIEG), is launching its first international campus in India, located in Gurgaon, Delhi. This initiative is a response to India's New Education Policy and represents a significant investment in transnational education. The new campus aims to provide Indian students with the opportunity to earn a globally recognised degree without leaving the country. Job purpose The Student Administration and Academic Affairs Officer plays a key role in delivering consistent, high-quality administrative services across all stages of the student lifecycle. The role supports core academic operations, student records, examinations, student complaints, appeals, and conduct matters, and statutory compliance. It focuses on delivering timely, accurate, and student-centered services while ensuring smooth day-to-day administration aligned with institutional policies and regulatory standards. The role also plays a critical part in managing classroom scheduling, timetabling, and faculty coordination to ensure academic delivery is efficient, well-supported, and student focused. Key accountabilities/primary responsibilities Academic Records and Student Systems Maintain accurate and up-to-date student academic records, including enrolments, module registrations, progression, and graduation outcomes. Support the effective use of the Student Information System (SIS) across functions like course registration, timetabling, grading, and degree transfer. Respond to student and staff queries related to academic records, enrolment status, and transcripts in line with service level agreements. Exams and Assessment Operations Coordinate the planning, scheduling, and administration of examinations and assessments (both digital and in-person). Ensure the timely release of exam timetables, invigilation schedules, and results processing. Work closely with academic and IT teams to manage exam logistics, systems, and integrity. Timetabling, Scheduling, and Academic Delivery Support Lead on the creation and maintenance of academic timetables, ensuring efficient classroom scheduling and minimising clashes. Liaise with faculty to coordinate course delivery schedules and teaching allocations. Monitor the utilisation of classrooms and other learning spaces to support optimal academic delivery. Act as the primary administrative contact for resolving timetable issues and communicating changes to students and staff. Support logistical and administrative needs of classroom delivery, including AV coordination and attendance tracking systems. Student Issues and Appeals Management Handle student concerns including academic appeals, complaints, academic misconduct, and disciplinary procedures. Maintain compliant records of all student cases and generate insights to inform future improvements. Ensure policy adherence and timely resolution, maintaining a student-centric approach. Statutory Compliance and Reporting Support the preparation and submission of institutional statutory data returns (e.g., enrolment statistics, progression reports). Collaborate with internal data owners to validate data accuracy and resolve anomalies. Maintain full compliance with institutional data governance frameworks and external reporting requirements. Service Operations and Continuous Improvement Contribute to the planning and delivery of academic calendar events, including orientation, course registration, exam boards, and graduation ceremonies. Identify opportunities to improve efficiency and effectiveness of academic services. Support integration of administrative processes with new technologies and institutional systems. Assist in implementing student-facing policies and procedures in a manner that enhances user experience and institutional compliance. Stakeholder Engagement Serve as a liaison between academic departments, IT, and student services teams to resolve operational issues and improve service coordination. Engage regularly with teaching faculty to facilitate smooth academic delivery and address real-time scheduling or classroom concerns. Represent Student Administration in cross-functional meetings and working groups, as delegated. Provide accurate and timely information to students, faculty, and external partners on academic procedures. Other Responsibilities Participate in student-facing events such as induction, examinations, and graduation ceremonies. Perform other administrative duties as assigned by the line manager to support academic operations. PERSON SPECIFICATION Qualifications & Experience Graduate degree or equivalent qualification and other relevant qualifications. Minimum 5 years of administrative experience in higher education. Experience with student records, casework, and exam operations. Familiarity with Indian and UK regulatory reporting frameworks. (Desirable) Planning & organising Experience planning and managing academic workflows aligned to institutional calendars. Ability to set priorities, meet deadlines, and coordinate tasks across departments. Experience using planning tools or workflow platforms. (Desirable) Problem Solving Ability to interpret and apply policies to resolve casework and administrative issues. Strong analytical skills with the ability to present insights from operational data. Experience supporting service improvement initiatives. (Desirable) Teamwork & Leadership Ability to collaborate with cross-functional teams. Experience guiding staff and working towards shared goals. Resilient and adaptable in high-pressure periods. Exposure to managing medium-sized student service teams. (Desirable) Communication & Influence Excellent verbal and written communication skills. Ability to tailor messages to students, faculty, and leadership audiences. Skilled in report writing and data presentation. Public speaking or student engagement experience. (Desirable) Technical Proficiency Proficient in MS Office and student information systems. Experience managing digital workflows for enrolment, grading, exams, or records. Familiarity with platforms such as ERP-based SIS modules to track progression and graduation rates. (Desirable) Other Skills & Attributes Detail-oriented, highly organised, service-driven. Strong interpersonal skills, empathy, and discretion in dealing with sensitive student matters. Exposure to international academic calendars and university systems. (Desirable) This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. Show more Show less
