Academic Office and Graduations Coordinator

Academic Office and Graduations Coordinator Application Deadline: 17 September 2025

Department: Academic Office

Employment Type: Full Time

Location: Oxford

Compensation: £28,000 - £30,000 / year

Description Main Purpose of Job


To provide administrative support to the Academic Office and to academic staff. The postholder will be primarily focussed on on-course Undergraduate administration and Graduations. They will support the Academic Registrar with the administration of undergraduates, and also work closely with the Academic Office Administrator. The Academic Office and Graduations Coordinator offers front-line support to students and academic staff, and plays a key role in the administration of termly College exams (Collections) and of Degree Days in College. The postholder provides the Senior Tutor with administrative support, including for academic recruitment. This is a full-time post (37.5 hours per week). Applications for part-time work are also welcome.

This role would suit someone who likes to be part of a team, who remains calm under pressure, has excellent attention to detail, and the ability to keep track of multiple tasks and deadlines.
Academic Office


The Academic Office deals with all of the College's academic administration -undergraduates, postgraduates, visiting students and Fellows and lecturers - and is led on a day to day basis by the Academic Registrar, Catherine Boase-Davies. The team of six staff looks after every aspect of a student's academic career, from admissions, academic progression, college and university examinations, disability support, as well as academic bursaries and prizes, and academic-related events. The Academic Office is also responsible for the co-ordination of graduations, a key aspect of this role.

The Academic Office is also home to the College's Access and Outreach team of three, which manages a wide-reaching, academically-led programme of activities for prospective undergraduate Oxford applicants.

The Senior Tutor, Dr Anne Mullen, has overall responsibility for the Academic Office and all aspects of College's academic strategy, including the recruitment of academics.

Relationships


Reports to: Academic Registrar
Responsible to: Senior Tutor
Liaison with: All College staff and students

Key Responsibilities Student Administration

• Act as first point of contact in the Academic Office for students, staff and visitors;
• Respond to in-person, telephone and email enquiries.
• Respond to student requests for replacement University cards; order cards, distribute cards to students;
• Preparation for and administration of Collections (termly college exams)
• Process undergraduate coursework Extension requests, Late Submission excusal waivers and Mitigating Circumstances applications;
• Research and prepare student academic transcripts (to be signed off by the Academic Registrar);
• Provide administrative support to Academic Office-organised social events for graduates and undergraduates as required;
• Produce data, as required, from the Student Records System, eVision;
• Assist the Academic Registrar in the awarding of undergraduate scholarships/exhibitions and College awards;
• Check international student attendance for visa monitoring purposes;
• Send out the termly request for tutorial teaching feedback from Undergraduate students, and collate and manage feedback reporting to tutors;
• Process undergraduate changes of status as requested by the Academic Registrar.
• Provide email updates/distribute circulars to students.

Graduation administration

• Act as first point of contact for enquiries about Graduations, responding to requests and questions from on-course and former students about their graduation.
• Liaise with the University Degree Conferrals Office and internal college departments to arrange dates and logistics for degree days in College.
• Administrate the bookings of degree days, corresponding by email with graduands.
• Generate and distribute invitations, sending confirmation emails, receiving bookings and payments, answering alumni queries, preparing programmes. Send timely reminder emails to graduands. Organise the distribution of Degree Certificates, for in-person graduands, and via mail for those graduating in absentia.
• Act as Duty Manager for the college part of the events, liaising with Dean/s of Degrees and the Degree Conferrals Office. This will require occasional Saturday work for which TOIL will be given. (Occasional Saturdays to be agreed with Academic Registrar in advance)
• Organise logistics for the day and provide on the day support.

Support for academic staff

• Approve and process termly tutorial teaching reports on the central Teaching Management System, TMS.
• Support academic staff queries about access to and use of TMS.
• Provide prompt administrative support to Fellows and other academic staff (examples of this include setting up ad hoc exam sessions, providing lists of student email addresses, retrieving TMS reports on a particular student for a tutor to review).

Support for academic staff recruitment

• Provide organisational and logistical support to the Senior Tutor on academic appointment processes, in particular the logistics and arrangements for shortlisting, interviews, and post-interview follow-up.

General administration

• Respond to enquiries from current and former students.
• Archive old files according to the College's student records retention policy.
• Prepare letters and emails as required including, bank letters, confirmation of status letters, visa letters, and employer verification forms for current and former students.
• Process student requests for signed/stamped enrolment forms
• Monitor the Academic Office shared email inbox.
• Provide email updates/distribute circulars to operational colleagues.
• Other duties as required and as appropriate to the role

Selection Criteria Essential
Qualifications and Experience

• A good standard of Education, at least to A level and preferably degree level.
• Administrative experience involving computer-based records, preferably in a related field.
• A high standard of IT literacy including familiarity with Microsoft office, particularly Word and Excel required; training will be provided on University specific platforms (eVision, TMS, Inspera) as necessary.
• A good standard of both written and spoken English.

Personal Qualities and abilities

• Good organisational skills, the ability to prioritise and to keep track of multiple tasks
• Good attention to detail
• Ability to format documents, emails and letters, and to conduct mail merges
• Ability to manage and manipulate data in Excel
• Good judgement about when to use initiative and when to consult
• Ability to deal with pressure and ability to deal with unexpected events
• Excellent interpersonal skills
• Excellent communications skills, including both written and spoken English
• Discretion and the ability to maintain confidentiality
• The ability to deal effectively with people at all levels
• The ability to work co-operatively with a helpful 'can do' attitude

Desirable

• Knowledge of the UK higher education system preferred

Terms and Conditions The salary will be c. £28-30k per annum. This role is to be filled as soon as possible. Benefits of working for the College include 37 days holiday (including bank holidays), pro rata for part time appointments, the option to join a University pension scheme and one free meal whilst on duty and the kitchens are open, when the kitchens are closed a meal allowance will be paid. Additional benefits include discounted bus/train travel to commute to work or salary sacrifice bicycle scheme, employee assistance programme, annual flu jab and eye examination, regular staff social events, staff parties and wellbeing activities.

Working hours - 37.5 hours per week, with exact working hours to be agreed upon appointment. All Bank holidays during term time are working days and time-off in lieu is granted; annual leave is not usually permitted during University Term time, although occasional days may be requested. Some working from home may be arranged during term time (up to one day per week), while there is more flexibility out of term time. Applications for part-time work are also welcome.

There will be an initial probationary period of six months. Applicants must be eligible to work in the UK.

To apply for this position, please press the 'Apply Now' button and submit a covering letter explaining why you are suitable for this role and your CV.

Deadline for applications: noon on Wednesday 17th September 2025
Interviews are expected to take place during the week commencing 22nd September 2025.
A principal aim of this College's Equal Opportunities Policy is to ensure that in the recruitment, selection, training, appraisal, development and promotion of employees, the only consideration must be that the individual best meets, or is likely to meet, the requirements of the programme or course or post.

Lady Margaret Hall is committed to provide a learning, working and social environment in which the rights and dignity of all its members are respected, and which is free from prejudice, intimidation and all forms of harassment, including bullying. We seek to ensure that no-one suffers . click apply for full job details