Assistant Course Manager

We are seeking an experienced and highly organised Programme Administrator and Team Leader to play a central role in the successful delivery of the Oxford University Summer School for Adults (OUSSA). This is an exciting opportunity to join a dynamic academic administration team, supporting one of the University's flagship continuing education programmes.

The candidate will oversee the day-to-day administration of OUSSA, working closely with the Programme Director, Directors of Studies, tutors, students and colleagues across the University. You will ensure the smooth operation of the programme's academic and administrative processes, provide excellent student support, coordinate complex programme logistics, and lead a small team of administrative staff.

This is a varied and rewarding role requiring excellent organisational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Programme Administration

• Manage the day-to-day administrative processes and procedures for the OUSSA programme.
• Coordinate the planning and scheduling of courses, ensuring programme information, regulations and handbooks remain accurate and up to date.
• Organise field trips and liaise with residential and catering providers regarding accommodation, teaching spaces and programme requirements.
• Gather, analyse and present programme data to support management decision-making.
• Monitor programme expenditure and assist with budget preparation and financial administration.

Student Support and Academic Administration

• Act as a primary point of contact for student enquiries relating to registration, timetables, academic matters and welfare concerns.
• Provide guidance regarding visa requirements and undertake right-to-work checks, maintaining accurate records and liaising with specialist University teams where required.
• Manage the administration of pre-course and on-course assignments, ensuring procedures are followed in accordance with data protection and confidentiality requirements.
• Support tutors and Directors of Studies by providing advice on academic procedures and assignment administration.
• Administer enrolment and admissions-related processes, including processing applications and drafting correspondence.

Quality Assurance and Compliance

• Monitor and improve administrative processes to support high-quality programme delivery.
• Ensure student records comply with institutional and HESA requirements.
• Keep abreast of changes to University regulations and external requirements, implementing updates as necessary.
• Maintain and oversee the programme's annual operational cycle and associated documentation.

Stakeholder and Committee Support

• Coordinate key programme committees, including course selection, programme review and annual review meetings.
• Prepare agendas, papers and action logs, ensuring timely follow-up of agreed actions.
• Work closely with Directors of Studies, Programme Directors and academic colleagues to plan and deliver a programme of approximately 72 week-long courses.
• Support tutor recruitment and empanelment processes, ensuring all approvals and documentation are completed before teaching commences.
• Liaise with Student Support colleagues to coordinate reasonable adjustments and alternative assessment arrangements where required.

Team Leadership

• Line manage Summer School Assistants and other temporary programme staff.
• Lead recruitment, induction, training, workload allocation and performance monitoring activities.
• Provide guidance and support to colleagues, acting as a point of escalation for administrative issues.
• Contribute to continuous improvement initiatives and share best practice across the team.

Digital Learning Support

• Administer the Canvas Virtual Learning Environment (VLE), including course creation, content management, calendar administration and accessibility optimisation.
• Support the delivery of evening and weekend social programmes throughout the six-week summer school period.

Essential Criteria

• Experience working within higher education in a similar role
• Previous experience in a supervisory or team leadership role.
• Excellent organisational and project management experience, with the ability to manage competing priorities and deadlines independently.
• Experience of managing complex administrative processes and maintaining high levels of accuracy and attention to detail.
• Strong IT skills, including proficiency in Microsoft Office applications, databases and web-based systems.