Academic Services Coordinator

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ACAP University College, part of Navitas, is hiring an Academic Services Coordinator to own and improve end-to-end academic service processes, from governance support and curriculum management to professional accreditation, working with the National Manager and the Office of the Registrar. You will lead discrete projects, analyze data to drive decisions, and advise staff on policy alignment while ensuring compliance with Australian higher education legislation and quality standards. To apply you must address all selection criteria with concrete examples, tailor your CV and cover letter, and demonstrate how you have managed timelines and stakeholders. Apply promptly as applications are assessed on receipt; for a confidential discussion, contact Candice Jones at 0435 496 405.

Company Description

At ACAP we change lives. We equip our students with a deep understanding of human behaviour, the skills to make a positive difference and the resilience to enjoy long, healthy careers.

ACAP University College, part of the leading global education provider Navitas, is Australia's leading independent tertiary education provider, delivering accredited courses in psychology, social work, counselling, coaching, criminology, law, and business management and leadership (MBA).

Job Description

Overview

The Academic Services Coordinator works with the National Manager, Academic Services to plan, coordinate, and continuously improve the academic services that support ACAP University College's disciplines and their programs. The role is responsible for defined academic service processes end to end, including academic governance committee support, course change and documentation, curriculum development workflows, and support for professional body accreditation activity as required by the National Manager, Academic Services.

This role provides operational ownership of academic service processes, determining the method, sequencing, and prioritisation of work across the portfolio, resolving operational issues within established policy, and recommending changes to process and practice. The coordinator also partners with the Manager, Professional Accreditation on professional body accreditation submissions and reviews as required. Where required by ACAP University College, the Coordinator liaises with the Office of the Registrar and the Director of Quality and Compliance to ensure academic service processes, policies, and procedures remain aligned with broader institutional practice.

This role will work alongside the Academic Services Advisor to ensure academic service processes are delivered consistently and to standard.

Key responsibilities include leading discrete projects through to implementation, refining academic service processes and documentation, developing efficient and sustainable procedures, supporting discipline and program growth, and advising academic and professional staff on the correct application of ACAP University College's academic frameworks in alignment with institutional strategic objectives.

Key Result Areas

Academic Service Delivery and Process Ownership:

Own and operate defined academic service processes end to end, including committee and governance support, curriculum and course documentation workflows, and academic records management. Document, maintain, and improve the associated procedures, and ensure they are applied consistently across the team. Coordinate the academic service requirements of specialist programs and professional arrangements within the discipline portfolio (for example, the psychology supervisor program), including the associated records and scheduling.

Student Progression and Assessment Ratification:

Coordinate the academic progression and assessment ratification cycle, including the preparation and conduct of assessment and progression panels. Review and validate the reporting supplied for ratification before it is presented to panel. Coordinate the identification of students at risk under academic progression policy, and maintain the records required to evidence procedural fairness. Advise academic and professional staff on the correct application of assessment and progression policy, and escalate contested, precedent-setting or high-risk matters to the National Manager, Academic Services.

Discipline Expansion and Program Development:

Support the strategic growth of key academic disciplines by coordinating the workflows that enable new and expanded programs to be developed, approved, and implemented. Develop and maintain the administrative frameworks and streamlined processes that enable program scalability and efficiency as the discipline portfolio grows.

Curriculum Management:

Coordinate the rollout of curriculum changes, including scheduling unit review cycles, managing approval pathways, and ensuring approved changes are accurately reflected in course documentation and systems. Advise course and discipline staff on curriculum processes, templates, and approval requirements, ensuring alignment with institutional strategic objectives and accreditation standards.

Academic Governance:

Coordinate the operation of academic services supported academic governance committees on behalf of the National Manager, including annual work planning, agenda setting, quality assurance of papers, and monitoring the completion of committee actions and delegated decisions. Ensure governance records demonstrate compliance with institutional policy and industry best practice.

Professional Body Accreditation Support:

Support ACAP University College's contribution to professional body course accreditation and reaccreditation activity, working with the Manager, Professional Accreditation, The Office of the Registrar and other internal stakeholders as required. Support evidence collection, and quality assure documentation prior to submission.

Compliance and Legislation Support:

Support and monitor ACAP University College's academic compliance obligations under higher education legislation, frameworks, and quality assurance requirements. Assess the operational impact of changes as identified by the Office of the Registrar and Directors of Quality and Compliance where required, and recommend adjustments to process and documentation. Identify, escalate, and support the mitigation of compliance risks.

Data Analysis and Reporting:

Ensure academic operations are supported by comprehensive and accurate data sources. Analyse data to monitor performance, identify improvement opportunities, and prepare reports and briefings that support evidence-based decision making by the National Manager and academic leadership.

Process Improvement and Project Delivery:

Lead discrete process improvement and academic administration projects from scoping through to implementation, including defining requirements, engaging stakeholders, managing timelines, and evaluating outcomes.

Undertake other duties as required by the National Manager, Academic Services

Qualifications and Selection Criteria

Educational Background & Experience:

• Degree in higher education, administration, business, or a related discipline, or equivalent demonstrated experience.
• Substantial experience, typically four or more years, in academic administration, governance, or quality assurance within higher education, including demonstrated exposure to academic program development, curriculum management, and professional body accreditation processes.

Technical & Analytical Proficiency:

• Proficient in data analysis and reporting to support decision making, supported by strong analytical skills and meticulous attention to detail.
• Advanced working knowledge of student management, curriculum, and document management systems, together with sound documentation and quality assurance practice.

Process Ownership & Project Delivery:

• Demonstrated ability to own business processes end to end, designing, documenting, improving, and embedding them, rather than operating within procedures set by others.
• Proven ability to lead discrete projects through to completion with limited direction, managing scope, timelines, stakeholders, and competing priorities.

Stakeholder Engagement & Governance:

• Excellent communication and interpersonal skills, with the ability to advise and influence senior academic leaders, faculty, professional staff.
• In-depth knowledge of Australian higher education legislation, academic governance, quality assurance, and professional body accreditation, including experience developing and monitoring compliance systems.
• Familiarity with course professional body accreditation processes.

Guidance of Others:

• Experience providing guidance, coaching and quality assurance to less experienced colleagues.

Commitment:

• Committed to transforming lives through education, supporting lifelong learning, and aligning with Navitas' mission and values.

Qualifications

Educational Background & Experience:

• Degree in higher education, administration, business, or a related discipline, or equivalent demonstrated experience.
• Substantial experience, typically four or more years, in academic administration, governance, or quality assurance within higher education, including demonstrated exposure to academic program development, curriculum management, and accreditation processes.

Technical & Analytical Proficiency:

• Proficient in data analysis and reporting to support decision making, supported by strong analytical skills and meticulous attention to detail.
• Advanced working knowledge of student management, curriculum, and document management systems, together with sound documentation and quality assurance practice.

Process Ownership & Project Delivery:

• Demonstrated ability to own business processes end to end, designing, documenting, improving, and embedding them, rather than operating within procedures set by others.
• Proven ability to lead discrete projects through to completion with limited direction, managing scope, timelines, stakeholders, and competing priorities.

Stakeholder Engagement & Governance:

• Excellent communication and interpersonal skills, with the ability to advise and influence senior academic leaders, faculty, professional staff, and external accrediting bodies.
• In-depth knowledge of Australian higher education legislation, academic governance, quality assurance, and accreditation, including experience developing and monitoring compliance systems.
• Familiarity with course accreditation processes and the operational dynamics of a Self-Accrediting Authority environment.

Guidance of Others:

• Experience providing day-to-day work direction, coaching, or quality assurance to less experienced staff.

Commitment:

• Committed to transforming lives through education, supporting lifelong learning, and aligning with Navitas' mission and values.

Additional Information

ACAP focuses on shared values and strengths across our teams, you will work together with others committed to transforming lives through education in a purpose-driven, engaging, and supportive team environment.

At ACAP our employee perks and benefits include: 

• Unlimited global career opportunities across the Navitas portfolio
• Flexible working arrangements
• Salary packaging and novated leasing
• 2 paid volunteer days per year for your passionate causes
• Up to 50% scholarships are available to staff enrolled in ACAP courses
• Health & well-being packages including free counselling and well-being specialist support for employees and family members
• Discounted gym memberships, private health insurance, movie tickets, travel, hotels, insurance and selected retailers
• Access to LinkedIn Learning and professional development opportunities

Diversity Equity and Inclusion: 
ACAP, as part of Navitas, promotes and embraces an inclusive and diverse workforce. We encourage applications from candidates with disabilities, of all ages and genders, First Nations and Indigenous peoples, and people of diverse community groups. We believe equality, flexibility and diversity deliver a rich and collaborative environment. We strive to ensure that all our staff – no matter where they are from or who they are – feel safe, supported, and are given opportunities to thrive. 

Join us in making the world a better place!

To Apply:

• Submit your CV and a cover letter (please note you can upload this on the 2nd page of the application process)
• You must address all of the selection criteria 
• Please note applicants are assessed upon receipt so you are encouraged to apply now.

Like to find out more? We'd love to hear from you!
For a confidential discussion please contact: Candice Jones, National Manager, Academic Services, 0435 496 405

About Navitas 
Navitas is a leading global education provider that has helped generations of learners transform their lives through education. The Navitas portfolio employs over 5000 staff and supports over 60,000 students and encompasses a broad selection of partners, locations, and opportunities, including university pathway programs, English language qualifications, employment training, creative media training, and more.