Academic Coordinator

Role Overview

We seek an accomplished Academic Coordinator to provide dedicated executive support and oversee coordination and administrative tasks for the Deputy Chief Executive – Academic Delivery and Research. This pivotal position is central to academic operations, demanding meticulous attention, discretion, and proactive engagement to positively impact academic delivery, research, and support services.

Primary Responsibilities

• Organize and manage key institutional committees, document decisions, oversee quality action follow-ups, and administer external audits including NZQA site visits.
• Assist Heads of Department in monitoring Team Performance Plans, compile performance metrics into clear, actionable reports, and facilitate meetings and forums within the academic portfolio.
• Gather and consolidate portfolio-wide information and represent the Deputy Chief Executive’s office at cross-organizational meetings and events.
• Deliver executive support by prioritizing tasks, managing the Deputy Chief Executive’s calendar and correspondence, preparing meeting agendas, minutes, action plans, and briefing documents, alongside handling routine financial administration such as reimbursements and reconciliations.

Candidate Requirements

• Possession of a Master’s degree or higher in a relevant field.
• Previous employment within tertiary education or a similarly regulated sector.
• Proven background in senior administrative or executive support roles.
• Comprehensive understanding of tertiary education systems, academic governance, quality assurance, and academic administrative processes.
• Demonstrated experience preparing detailed reports, agendas, meeting minutes, and briefing materials.
• Skills in managing committee coordination, including minute-taking and tracking of actions.
• Experience in financial administrative duties such as payment processing, credit card reconciliation, and invoicing.
• Exceptional organizational ability to handle fluctuating workloads with conflicting deadlines.
• Strong initiative and ability to work independently, anticipating needs before they arise.
• Advanced written and verbal communication capabilities.
• Discretion in managing sensitive and confidential matters.
• Confidence and proficiency in Microsoft Office, digital collaboration platforms, and a willingness to utilize AI and other digital tools to enhance productivity and operational quality.

Benefits and Perks

• Opportunity to contribute within a forward-thinking educational organization.
• Close collaboration with the Deputy CE – Academic Delivery and Research on institutional initiatives.
• Funding available for professional development plus one professional membership.
• Additional paid day off: the Tuesday following Easter Monday.
• Participation in staff social club events and team-building activities.
• Flexible work practices where applicable.

Additional Information

Applicants will be required to complete screening questions including career motivations, legal work eligibility in New Zealand, salary expectations, notice period, and reasons for interest in this organization.