To apply for this role you must have:
- Previous experience organising events and managing administrative tasks
- Ability to prioritise a busy workload, work independently, and recognise when to escalate issues.
- High level of accuracy and attention to detail in data entry and record-keeping.
We are seeking a highly organised and detail-oriented Academic Officer to support the delivery of key academic ceremonies and provide on-course student support within a busy and student-focused academic office. This is an excellent opportunity to contribute to both the student experience and the effective administration of academic processes.
The position is set to commence ASAP and will be full-time for an initial duration of 6 weeks with a pay rate of £16.57 per hour + holiday pay
Key Responsibilities:
Ceremonies & Events:
- Plan and coordinate major academic events, including matriculation and graduation ceremonies, ensuring all logistical arrangements (attendance, gown hire, catering, etc.) are managed smoothly.
- Liaise with Deans of Degrees, internal college departments (e.g. Facilities, Hospitality, Finance), University services, and external suppliers to deliver successful events.
- Support the Academic Advisor with planning and leading the October matriculation event.
- Respond to student and participant queries before and during events, ensuring clear and timely communications to support a positive experience.
On-Course Student Support:
- Advise students on academic processes including Graduate Studies (GSO) forms and exam entry, ensuring regulatory compliance.
- Assist with applications to the Proctors for mitigating circumstances or missed deadlines, escalating complex cases as needed.
Student Records:
- Maintain accurate student records within SITS:Vision for Colleges and other University systems such as Graduate Supervision Reporting (GSR).
- Support records management tasks including archive maintenance and digital file organisation.
Selection Criteria:
- Experience handling sensitive information with discretion and in accordance with GDPR.
- Strong IT skills, including proficiency in Excel and Word, with experience using mail merge and databases.
- High level of accuracy and attention to detail in data entry and record-keeping.
- Excellent verbal and written communication skills, with the ability to explain complex regulations clearly.
- Friendly and professional interpersonal skills, with experience supporting a diverse range of stakeholders.
- Ability to prioritise a busy workload, work independently, and recognise when to escalate issues.
- Previous experience organising events and managing logistics.
Vacancy ID: 19352
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service