"Specialist Admissions Officer"

Job Description

PRIMARY DETAIL

• Salary package: $99,161 to $109,457 (HEW 6) plus 17% employer's superannuation contribution and annual leave loading.
• Full-time (35 hours per week), continuing role
• Based at Macquarie University, Wallumattagal Campus, North Ryde

The Role

This is an exciting opportunity to contribute to the strategic delivery of admissions and play a key role in shaping the student experience from the outset. The Specialist Admissions Officer is a pivotal role, responsible for the planning, coordination, and delivery of specialist admissions processes for both domestic and international applicants across several courses within the faculty.

In this role, you will coordinate and deliver high-level operational and administrative support for specialist admissions processes including interviews and other selection activities. You will act as a key liaison between the faculty and central University admissions teams, ensuring timely and accurate communication, resource coordination, and process alignment. As well as provide expert advice and operational support to Course Directors, Discipline Chairs, and Heads of School on all matters related to specialist admissions.

You will take the lead in identifying and implementing enhancements to admissions procedures, collaborating with internal and external stakeholders. You will ensure all admissions activities comply with relevant legislation, University policies, and professional standards, including documentation for admissions committees and external bodies such as GEMSAS. This role is central to ensuring the integrity, efficiency, and strategic alignment of specialist admissions activities, working closely with academic and professional stakeholders to support the faculty’s enrolment objectives.

Some of your key responsibilities include:

• Proactively coordinate the planning and delivery of specialist admissions processes for domestic and international applicants for all courses across a faculty.
• Work with Course Directors to support the effective delivery of large-scale specialist admission functions, including:
  • Planning of annual specialist admissions across Faculty course(s) and communication of key dates and requirements,
  • Undertake initial evaluation of applications and make recommendations based on admission criteria; targets and capacity limitations, and historical data (e.g., conversion rates),
  • Coordinate specialist admissions events such as interviews, where required,
• Liaise with the University admissions teams to ensure resources, processes and communications to applicants are timely, nuanced, and accurate.
• Provide advice and support to Course Directors, Discipline Chairs, Heads of School or Department and Unit Convenors and faculty staff on all specialist admission matters.
• Maintain clear records of the admissions lifecycle (applications, offers, acceptances, enrolments) to enable the meeting of admission targets, including use of the data to inform recommendations for additional offer rounds.
• Act as a liaison point for the Education Services team with central University teams on complex domestic and international admissions queries.
• Act as a liaison point with external admission bodies such as the Graduate Entry Medical School Admissions System (GEMSAS), Acuity Insights, HODSPA and others.
• Maintain knowledge of relevant standards and legislation relating to student admission and compliance requirements.
• Coordinate documentation for admission committees, as required.
• Work collaboratively with other areas of the University (such as the Shared Services Centre) to ensure deadlines are met and outcomes achieved, particularly during peak times.
• Work collaboratively with other areas of the University (such as the Shared Services Centre) identify and implement improvements to admission processes and procedures with a focus on continuous improvement to enhance and streamline the experience of applicants.
• Support the management and resolution of complex student lifecycle enquiries, processes, and cases in partnership any Student Services Case Management team and other areas of the University as required.

About You

You are a highly capable, detail-oriented and organised professional, ideally with a background in health, education or clinical administration. Your strong communication skills and attention to detail enable you to effectively support students and staff through the admissions processes. You thrive on organising and managing events, supported by your deep understanding of policies and professional standards. You have experience supporting committees and supporting the resolution of complex admission cases.

About Us

The Faculty of Medicine, Health and Human Sciences (FMHHS) is ambitiously pushing the boundaries of progressive thinking and challenging what’s possible to solve some of the big issues of our time, both nationally and on a global scale.

We have active research programs in diverse areas including neuroscience, innovations in healthcare systems, emotional health, expertise, multilingualism, language acquisition in children, and speech and hearing. Our current education suite includes courses in clinical science, physiotherapy, chiropractic, medicine, public health, psychology, exercise science, linguistics, audiology, and speech pathology. We are part of Macquarie University Health, an integrated academic health sciences enterprise that incorporates Macquarie University Hospital and more than 25 specialty clinics, and that offers an opportunity to integrate clinical research with clinical care.

To Apply

To apply for this position, please apply online by submitting your CV and a separate cover letter (no more than 2 pages) that demonstrates how you meet the following selection criteria:

• Tertiary qualifications in a relevant field and/or extensive relevant experience in admission related activities,
• Knowledge of higher education admission policies, processes and instruments especially those relating to specialist admissions,
• Experience in providing advice and information across a range of policies and procedures,
• Experience in the delivery of large-scale (all Faculty courses) specialist admissions functions and complex events,
• Strong, proactive organisational and planning skills including the development, monitoring, and evaluation of annual planning cycles,
• Experience in developing and implementing administrative process improvement,
• Intermediate computer skills including Microsoft office, database management systems and applications and statistical analysis,
• Strong customer service focus and ability to communicate effectively with external and internal stakeholders, and
• Excellent written and verbal communication skills.

Note: This position is subject to the successful completion of a criminal history check.

Role-Specific Enquiries: Rachael Rotton, Educational Services Delivery Manager via rachael.rotton@mq.edu.au

Applications Close: Sunday 12th of October at 11:59pm (AEST)