Academic Services Officer

Education Centre of Australia (ECA) is a dynamic and diverse education group that stands at the forefront of Australia’s higher education sector, boasting campuses in Sydney, Brisbane, Melbourne, as well as overseas locations in the UK and India. With a rich history spanning over almost two decades, ECA delivers high-quality education encompassing English language courses, bachelor’s and postgraduate degrees, and targeted internships. The global footprint of ECA extends across regions including Australia, Brazil, China, Europe, India, Philippines, and Nepal. ECA is a successful Australian-based education organisation offering a comprehensive range of face-to-face and online courses for both international and domestic students in Australia, India, Southeast Asia, and the UK. Collaborating with esteemed higher education providers like Victoria University, Charles Sturt University, University of Canberra, University of the Sunshine Coast and London Metropolitan University, ECA is committed to delivering a world-class educational experience.

We have got an exciting opportunity for Academic Services Officer to be part of our team at VU Sydney/ Brisbane in our Sydney Sussex Street office. 

Victoria University (VU) Sydney’s partnership with the Education Centre of Australia (ECA) – dating back more than a decade – offers internationally recognised and industry relevant courses to international and domestic students. We offer range of undergraduate and postgraduate qualifications in business, information systems and early childhood education.

As a key member of the team, you will have the rewarding opportunity to progress your career within the education industry.  We are looking for someone who wants to grow with the company and is self-motivated and an enthusiastic ‘go-getter’. 

Key Responsibilities:  

Under the guidance of the Academic Services Coordinator, this role is primarily responsible for supporting the Timetabling process and assisting with various academic services, including resource management, timetable allocation, addressing timetable-related queries from students and teaching staff, and providing other related services for Victoria University Sydney and Brisbane.

Accordingly, the role is responsible to provide a wide range of Academic services, not limited to:

• Oversee the development, maintenance, and management of student record systems and processes, including exams, timetabling, progression, and results.
• Manage data and information as requested by the Academic Services Coordinator.
• Support and recommend continuous improvements to systems and processes, including providing relevant staff training where applicable.
• Contribute to the creation of a collaborative work environment that enhances both the student learning experience and the working conditions of teaching staff.
• Participate in professional development activities and apply relevant knowledge to the role.
• Maintain a high level of professional engagement and always provide excellent service to both students and staffs.
• Assist students with enquiries related to timetabling.
• Support the Associate Director of Students, the Associate Director of Academics, and academic staff with preparation and administration during each orientation and enrolment period as needed.
• Complete administrative tasks related to reporting data, staff directory, and resource management.
• Engage with internal and external stakeholders to promote continuous improvement in academic services.
• Process tasks carefully and diligently to ensure accurate information is maintained in all relevant systems.
• Assist in delivering timetable activities at VU Brisbane, providing support and training as needed.
• Take on any additional responsibilities deemed appropriate to the role.

The incumbent must ensure that Victoria University (VU) and ECA policies and procedures are followed. In addition, the ECA systems must be followed in relations to sending communications to the students. Further, timetabling and allocations must use the relevant VU systems.

As the successful candidate you will ideally have:  

• Relevant tertiary qualifications and/or equivalent combination of education, training and/or relevant work experience.   
• High-level administration, organisational and superior time-management skills with the ability to frequently prioritise tasks. 
• Excellent interpersonal, oral and written communication skills, as well as the readiness to be a true team player, maintain confidentiality and exercise diplomacy and tact. 
• Demonstrated ability to interact with students and staff from culturally and linguistically diverse backgrounds.
• Demonstrated experience in customer service skills and the ability to respond sensitively to students and staff, showing initiative and competence in determining priorities with general direction.
• Demonstrated ability to manage high-stress situations and be able to quickly identify solutions to routine and non-routine problems.   
• Advanced Proficiency in spreadsheet software applications (e.g. Excel) and information management systems. 
• Demonstrated ability to operate effectively in a team, contributing positively to team operations and working across multiple teams. 
• Demonstrated problem solving skills and ability to think outside the box. 
• Demonstrated understanding of, and commitment to, equity and workplace health and safety principles. 

In return we will offer you: 

• A collaborative and supportive team environment
• An energetic culture that inspires and supports excellence in our employees
• Work/life balance
• Company-paid parental leave (14 weeks at 100% of current pay or 28 weeks at 50% of current pay) 
• Employee assistance program with Uprise (6 session per year for staff and direct family members) 
• Support through 25% on the full fees for courses offered by ECA as Staff Education Assistance 
• Novated Lease 
• Professional development programs 
• Wellbeing brands discounts 
• Free access to LinkedIn Learning 

EEO Statement

At ECA, we champion our organisational values which includes ‘Celebrate diversity and inclusion’, thus we strive to be a place of growth where everyone can continually thrive. 

We welcome applications from candidates from all backgrounds including but not limited to Aboriginal and Torres Strait Islander People, people living with a disability, women, people who identify as LGBTIQA+, and people from culturally and linguistically diverse backgrounds. 

This position is open to all Australian Citizens, Permanent Residents and applicants who hold a current and valid Visa with full working rights in Australia.

How to apply

Applications (including a cover letter, CV, and any additional supporting documentation) can be submitted via the Apply button at the top of the page. Due to the expected high volume of responses only short-listed candidates will be contacted.

For further information on this role, to gain insight into our team or if you need assistance due to a disability, please contact Meher Nigar at Meher.Nigar@vu.edu.au

Thank you for your interest in the position with the ECA Group!