Student Visa & Academic Coordinator

UK Visas

• Management of AES’s role as a UK Student Visa sponsor, working with Student services assistant to ensure process is cohesive.
• To maintain and update individual intern/student files, both electronic and paper.
• Assign CAS numbers for approved students who will require a Student Visa.
• Assist partner universities and accepted students with their UK visa applications (Student Route visa and Tier 5).
• Keep up to date with UK visa regulations and updating pre-departure materials for students & universities.
• Ensure academic records are up to date for each client institution.
• Oversee the attendance and monitoring of all interns (relating to UKVI regulations).
• Monitor Tier 5 visa applications via the BUNAC portal.
• Undertake day to day liaison with the Internship team.
• Keep in regular communication with the Vice President for Academic Affairs (VPAA).
• Maintain regular contact with partner universities during the application process and while the students are in the UK.
• Liaise with the Short Course/Travel department on academic and other programmatic details.
• Liaise with Housing department over any AES ‘in house’ groups and accommodation issues. 

General

• To maintain and improve operational efficiency and quality of service through improvements in procedures and processes.
• Assist the VPAA in ensuring that AES maintains compliance with Quality Assurance regulations.
• Contribute fully to AES services, undertaking team-related tasks and responsibilities as appropriate, and supporting other teams as required.
• Provide other general office support services.
• Liaise with London South Bank staff (or other UK-affiliated universities as required) regarding the student application procedures, attendance, orientations, and course selection.
• Be responsible for the management of documents and electronic filing.
• Assist the Internship Department (as necessary) with mid-semester site visits.
• Answer initial enquiries & emails from students regarding academic services.
• Collaborate with Student Services team on preparation of arrival & orientation documents.
• Update the Academic Program & Internship pages of the web site. 

Accounts

• To assist with preparation of the academic programmes & internship department annual budget in conjunction with the VPAA and Head of Experiential Learning.
• Meet with the accounts department regularly to provide student numbers and breakdown of costs.
• Create and send invoices to partner universities, liaising with VPAA.
• Maintain programme budgets.
• Collate invoices from Adjunct Faculty for VPAA approval.
• Ensuring Adjunct Faculty who are PAYE are on payroll and paid correctly. 

Academic

• To assist with the development of programmes consistent with quality assurance requirements.
• Communicate regularly with VPAA on programme implementation, assisting with hiring faculty, creating timetables, and issuing contracts.
• Maintain HR records of Adjunct Faculty.
• Assist adjunct & visiting faculty with any programmatic activities they may require. 

Management of student application portal

• To ensure all pages are up to date and students are given the correct application to complete.
• Update guides as required.
• Manage and report IT issues.
• Checking and approving student applications. Providing support if required. 

PERSON SPECIFICATION 

• Minimum Bachelor’s degree.
• Fluent in English.
• Experience of office administration.
• Highly organised with strong attention to detail.
• Excellent verbal and written communication.
• Positive attitude and highly motivated.
• Ability to prioritise work, use initiative and meet deadlines.
• Good interpersonal skills & a sympathetic attitude.
• Enthusiastic phone manner.
• Computer literate; knowledge of Microsoft Office Applications (Word, Excel, PowerPoint, Outlook).
• Public speaking skills would be helpful. 

Monday – Friday, 9:00 -5.30, London Study Centre.

In view of the changing nature of our business, your job description will inevitably change. You will, from time to time, be required to undertake other activities.

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