Program Specialist: Academic Affairs

Position Purpose:

The Academic Affairs specialist is responsible for providing administrative and academic support to the Academic Affairs Lead, Head of the Department, and Faculty in the CS Department. The post holder will also be responsible for preparing documents for reaccreditation submissions; this will involve close collaboration with senior academic and non-academic colleagues in the school and university in general. The Academic Affairs Associate serves as a pivotal Academic and administrative support, which ensures seamless coordination between various academic units.

Key Accountabilities:

Program Quality Assurance Support:

• Prepare documents for accreditation of the BSCS program.
• Manage collection and analysis of information from the different departments of LUMS and answer the requirements of NCEAC.
• Ensure the data collected is accurate and confirm the sources of information and evidence with colleagues.
• Work with the NCEAC team and upload necessary information on the NCEAC portal.
• Write, edit, and prepare draft submission documents and key supporting evidence and share them with the Quality Assurance Committee (QAC) of the CS Department.
• Liaise with the accreditation body (NCEAC) to agree on the visit date and accommodation/ entertainment requirements for the panel.
• Closely work with the TAs and QAC members to organize course folders and course outlines according to the prescribed template provided by NCEAC and ensure that they meet the necessary standards and requirements for accreditation.
• Ensure all the supporting documentation is available for the reaccreditation panel during the re-accreditation visit.
• Collaborate with quality assurance committees at the school level and University in general.
• Assist the School of Science and Engineering accreditation cell in maintaining the course folders of SSE's core courses. Closely work with other stakeholders to ensure that course folders are regularly reviewed and updated and meet the necessary accreditation standards.
• Assist in preparing the Self-Assessment Report (SAR) for Undergraduate and Graduate CS Programs.
• Overall ensure compliance with quality standards and support accreditation-related activities.

CS Program Coordination:

• Coordinate with the Registrar's Office to streamline the processing of Directed Course Work (DCW) applications, pass/fail requests, semester-off or withdrawal applications, and the scheduling of tutorials, exams, and makeup classes/labs, while ensuring the timely submission of finalized grades to the RO's archives..
• Coordinate with the DEAN office for processing the PhD student's payments
• Support the SBASSE DEAN Office and Registrar Office in major operational activities/events, such as convocation, DEAN's honor list, orientation week, and major day.
  • Teaching Assistant (TA) Hiring Support:Collaborate with the department Chair and faculty to identify TA needs for courses and make the budget according to the proposed enrollment of CS courses.
  • Assist in the development of TA job descriptions, TA undertaking forms and bi-semester TA evaluations.
  • Maintain accurate records of internal TAs and work closely with faculty to ensure placements align with departmental needs.
  • Closely work with TAs to reserve tutorials and collect course-related data/information, i.e., sample quizzes, assignments, or exams during and after the end of the semester.
  • Manage the external TA hiring process, including advertising positions, receiving applications, and screening candidates.
  • Collaborate with the HR department and DEAN office to ensure external TA appointments comply with school and department policies and regulations.
  • Maintain records of internal and external TAs and facilitate issuing experience letters.
  • Coordinate with the DEAN office for processing the TAs payments.

Coordinating Departmental Events:

• Prepare announcements and facilitate invited speakers and faculty candidates for departmental research talks.
• Support the department in organizing the workshops, research talks, conferences, exhibitions, and annual poster sessions for Senior Year Projects.
• Liaise with the Registrar's Office to book venues using SAP software.
• Assist the Team Lead Academic Affairs and Operation Head of Department of Computer Science in coordinating academic and non-academic related events.

Additional Responsibilities:

• Work closely with the Student Council to support elected student representatives in organizing events and activities.
• Provide cross-functional support to administrative and academic departments within LUMS and the School of Science and Engineering.
• Manage departmental archives and electronic record-keeping

Knowledge & Skills:

• Excellent interpersonal skills to be able to interact with all levels of students, staff & faculty.
• Excellent communication skills.
• Excellent follow-up and time management skills.
• Proficient with Microsoft Word, Excel, PowerPoint, etc.
• Effectively managing multiple tasks and deadlines in a fast-paced environment.
• Demonstrate accuracy in detail.
• Maintain a professional appearance and attitude.
• Strong Organizational skill .
• Prioritizing Skill.

Behaviours:

• Ability to work with minimal supervision
• Problem-solving
• Confidentiality
• Team Player
• Interpersonal
• Maintain standards of conduct
• Be respectful
• Be flexible

To qualify for this role, you must have:

• At least Bachelor's degree (Hons) or Master's degree from an HEC-recognized institute.
• At least 3 years in a coordination, support and Academic Affairs role.