Student Enrolment Advisor

Job description

The Student Enrolment Advisor is responsible for overseeing and managing all aspects of student enrolment processes and assisting students with their enquiries.

This includes annual unit planning, course matrix management, study plan creation, student retention initiatives, enrolment status updates, and managing enrolment variations.

The role ensures accurate and efficient enrolment operations in compliance with standards and relevant policies.

DUTIES:

1.

   Course Planning and Management

· Coordinate Annual Unit Planning and maintain the Course Matrix to ensure accurate and updated information for academic planning and delivery.

· Ensure that unit offerings are approved by the course providers in a timely manner that is appropriate for study plans updating for the following study period.

· Review study plan structures to identify changes in units, unit names, or requirements, and ensure timely updates to local regulator - SkillsFuture Singapore (SSG) after approval is obtained from the Senior Manager, Academic Services.

· Assist in the new courses registration or course de-registration with local regulator - SkillsFuture Singapore (SSG) after approval is obtained from the Senior Manager, Academic Services.

· Manage and plan course transitions as a result of revisions made to the courses.

· Make provision for software or program required for teaching and learning purposes to academic staff and students and on campus facilities such as Library and Computer Labs.

2.

   Study Plan Creation and Maintenance

· Develop and update Study Plans for current and new students, ensuring alignment with course requirements and guidelines.

· Continuously review and adjust Study Plans to reflect approved unit availabilities, unit changes, prerequisite requirements, overall progression pathways and course transitions.

· Ensure that the updated Study Plans and any changes to units, unit availabilities, prerequisite requirements, overall progression pathways and course transitions are communicated to students and relevant stakeholders via the approved communication channels in a timely manner.

· Ensure that the Planned Student Number for each unit based on Study Plans are communicated to the Scheduling Team in a timely manner, to ensure accurate planning in number of classes.

· Provide support and advice to students requiring enrolment variations, including Leave of Absence (LOA), Course Withdrawal, Change of Major (COM), Change of Course, CRL applications and other related requests.

· Ensure that the Study Plans are updated accordingly following approval of enrolment variations requests.

3.

   Enrolment and Registration Management

· Ensure a smooth Class Registration and Enrolment process for students and that enrolment deadlines and processes are communicated to students and relevant stakeholders via the approved communication channels in a timely manner.

· Oversee and manage the Class Registration and Enrolment processes, including monitoring of students' failed prerequisites or units and facilitating re-enrolment where necessary.

· Ensure all students' enrolments are entered or captured in the student management systems by the last day of enrolment based on approved academic calendar and students have access to the necessary learning management systems for academic resources such as course content, unit outlines with lesson plans, and the approved online teaching platforms for online lesson delivery

· Ensure the student management systems are appropriately and correctly set up for enrolment and class registration.

· Students without enrolment are followed up in a timely manner to achieve good retention rate.

· Monitor and review class sizes during Week 1 of each study period to collaborate with the Scheduling Team on decisions regarding the opening or closing of classes.

This involves communicating to students of the change in classes and updating on the student learning management system.

All closing or opening of classes are completed by Week 2 of each study period.

· Ensuring appropriate teacher to student ratio based on appropriate and approved class sizes.

· Update and maintain accurate enrolment status records across student management systems to ensure consistency and accuracy.

· Manage unit withdrawals, ensuring adherence to Census dates, last withdrawal dates, and relevant policies.

· Ensure proper handling and approval of enrolment variation requests, including Leave of Absence, Change of Major, Course Withdrawal, application of CRL and Change of Course.

· Provide support and assist students with academic enquiries at Student Connect, student academic advising session and orientation briefings.

· Enrolling students participating in academic support programs (e.g., English Support Program, Academic Language Enrichment Program) on the student learning management system before commencement of the programs.

· Work collaboratively with Scheduling Team in ensuring all academic scheduling are aligned to students' study plans and enrolment and transition planning in cases of course changes, revisions or teach-out.

· Work collaboratively with Assessments Team and Academic Capability and Conduct Team for students who are Terminated for the study period and in providing support to students who are identified as at-risk and on Conditional and Reprieved from Termination statuses, making necessary adjustments to their study plans and enrolment.

4.

   Student Progression and Retention

· Manage progression students, including conducting briefing sessions and creating applications on Student One.

· Monitor student retention through proactive engagement, support mechanisms, and accurate tracking of enrolment status.

· Develop strategies to enhance retention and ensure timely intervention for at-risk students, working with the Academic Capability and Conduct Team.

5.

   Administration and Reporting

· Provide timely reports and updates on enrolment processes, retention statistics, and course variations to relevant stakeholders.

· Maintain accurate and comprehensive records of all enrolment and registration activities.

· Ensure effective communication of enrolment information, timelines, policies and procedures to students and staff.

6.

   Others

· Review the student enrolment and course planning process for continual improvement.

· Be involved in audit preparations and interviews conducted by local regulators or course providers.

· Assist in ensuring that the operations and functions of Enrolment Department are conducted in compliance with and meet all regulatory requirements and institutional policies and procedures.

· All other duties as assigned by the Director of Academic Services

KEY COMPETENCIES:

· Strong organisational and time-management skills with the ability to manage multiple tasks simultaneously.

· Proficiency in student management systems (Student One and Navigate) and related enrolment platforms.

· Excellent communication and interpersonal skills for liaising with students, academic staff, and relevant stakeholders.

· Attention to detail and accuracy in enrolment record-keeping and data management.

· Ability to work collaboratively within a multidisciplinary environment.

QUALIFICATIONS & EXPERIENCE:

· Diploma or a Bachelor's degree or equivalent qualification.

· Proven experience in student enrolment, registration, or related administrative roles.

· Familiarity with student management systems.

Required Skill Profession

Other General