Job Description

ABOUT STANLEY COLLEGE

Stanley College is a leading independent provider of Higher Education and Vocational Education and Training, delivering industry‑aligned, career‑focused education across campuses in Perth and Adelaide. We are committed to developing job‑ready graduates and fostering an inclusive, supportive workplace where our people can thrive.

ABOUT THE ROLE

We are seeking detail-oriented and organised Course Progression Officers to support the accurate and timely administration of academic results, student progression, course completion and award eligibility across our Higher Education and VET portfolios.

Both full-time permanent and full-time fixed-term opportunities are available.

Reporting to the Head of Course Progression, you will maintain accurate student progression records and learning maps, process approved results and progression outcomes, monitor students' progress towards completion, and identify potential barriers to timely course completion.

Working closely with School Managers, academic teams, the Registrar and Operations, you will help ensure student records and study plans reflect approved academic decisions, progression requirements are applied consistently, and students approaching completion are identified in a timely manner.

This role is ideal for someone with strong administrative and data management skills who enjoys working collaboratively, managing competing deadlines and contributing to positive student progression and completion outcomes.

KEY RESPONSIBILITIES

Academic Results and Records

• Support the accurate, complete and appropriately authorised finalisation of academic results.
• Prepare Board of Examiners papers and outcomes to support the timely and controlled finalisation of results, escalating anomalies for resolution.
• Submit structured change requests to Operations so the official academic record reflects approved results, progression decisions, completions and awards, and reconcile records against approved decisions.
• Prepare authorised requests for changes to finalised results and academic records for processing by Operations, in accordance with controlled and auditable procedures.
• Liaise with School Managers to ensure accurate and complete grade data is submitted on time.

Academic Progression Administration

• Determine and record student progression status against approved course rules, prerequisites and progression requirements.
• Monitor student progress to identify sequencing issues, progression barriers and potential delays to completion.
• Maintain accurate student case registers, progression trackers and learning maps for the assigned cohort.
• Update learning maps following approved credit transfer and Recognition of Prior Learning (RPL) outcomes, including remaining course requirements and unit sequencing.
• Notify Operations of approved study plan changes and reconcile learning maps against the official student record once changes have been processed.
• Identify students at risk of delayed progression and refer them to the appropriate School or Learner Success contact for support.

Out-of-Sequence and Part-Time Student Progression

• Draft individual learning maps for students studying part-time or outside the standard course sequence, for review and authorisation by the Head of Course Progression in consultation with the relevant Academic Program Manager.
• Work with School Managers and academic staff to clarify course requirements, sequencing and prerequisites where academic advice is required.
• Coordinate with School Managers and Learner Success to support appropriate study plans for students with reasonable adjustment arrangements.
• Record approved pathway exceptions, including prerequisite waivers, substitutions, overloads and extended course duration, with the relevant approver and documented rationale.
• Communicate confirmed learning maps to students through approved channels once the relevant Operations transactions have been confirmed.

Course Completion and Award Eligibility

• Check course requirements and identify students who have met the requirements for completion and award.
• Prepare completion checklists, award documentation and supporting evidence for processing by Operations and graduation administration.
• Identify and escalate discrepancies affecting completion or award eligibility for review.

Progression Reporting and Data Integrity

• Prepare accurate and timely progression, results and completion reports for the Head of Course Progression and relevant stakeholders.
• Maintain trackers and standard reports to monitor progression status, results cycles and potential completion risks.
• Contribute progression data and observations to support forecasting of course and unit offerings, including potential summer school requirements.
• Maintain accurate registers and administrative documentation, checking data completeness and accuracy before processing.
• Track outstanding change requests and follow up discrepancies until they are resolved.
• Identify opportunities to improve the accuracy, efficiency and timeliness of progression administration, and support audits and process reviews as required.

Sector-Specific Coordination and Stakeholder Support

• For Higher Education, work closely with Heads of School, Academic Program Managers and School Managers on course requirements and progression matters.
• For VET, work closely with the Dean – VET, VET Program Managers and VET Operations Coordinator on progression, training plan and delivery requirements.
• Apply consistent progression and records practices across the assigned portfolio while maintaining reporting accountability to the Head of Course Progression.
• Respond to stakeholder enquiries regarding student progression and results, provide clear and accurate information, and escalate matters requiring academic judgement, policy interpretation or exceptions to the appropriate decision-maker.

Workplace Health, Safety and Wellbeing

• Take reasonable care for your own health and safety and that of others affected by your work.
• Report hazards, incidents and psychosocial risks in accordance with College requirements.
• Comply with workplace health, safety and wellbeing policies and procedures.

EXPERIENCE AND QUALIFICATIONS

• Certificate IV or Diploma in business administration, education administration or a related field; equivalent experience will be considered.
• Experience in academic administration, student records, results processing or course progression within a Higher Education and/or VET provider.
• Experience using student information systems and academic records databases.
• Experience in either Higher Education or VET administration is required; experience across both sectors will be highly regarded.

KNOWLEDGE AND SKILLS

• Sound understanding of course progression, academic results administration and student records processes.
• Strong attention to detail and a methodical approach to data entry, record-keeping and reconciliation.
• Understanding of academic policies, course rules and progression requirements, with the judgement to recognise when matters require escalation.
• Strong organisational and time management skills, with the ability to manage competing priorities and deadlines during results and progression cycles.
• Effective written and verbal communication skills and the ability to build productive working relationships with School Managers, academic staff and central service teams.
• Ability to identify discrepancies, follow up outstanding actions and maintain accurate records in accordance with approved procedures.

PERSONAL ATTRIBUTES

• Highly organised, accurate and detail-oriented.
• Proactive and accountable, with a commitment to meeting deadlines and maintaining data integrity.
• Collaborative and service-focused, with a professional approach to stakeholder communication.
• Analytical and solutions-oriented, with the ability to identify issues and follow them through to resolution.
• Discreet and professional when handling confidential student information.
• Adaptable and comfortable working in a deadline-driven academic environment.

WHAT WE CAN OFFER YOU

At Stanley College, you’ll be part of a people first organisation where your contribution genuinely matters. We offer a welcoming, inclusive, and collaborative workplace that supports professional growth while making a meaningful difference in students’ lives.

You’ll work alongside passionate, diverse colleagues in an environment that champions wellbeing, flexibility where possible, and recognition for your efforts. Most importantly, you’ll have the satisfaction of knowing your work directly contributes to delivering career ready education and positive outcomes for students from all backgrounds.

Employee benefits

• Work in modern and centrally located campuses
• Flexible working arrangements, where operationally possible
• Employment Hero Perk Box access
• Staff discounts at CU29
• 24/7 access to a confidential Employee Assistance Program (EAP)

EQUAL OPPORTUNITY STATEMENT

At Stanley College, we recognise that our people are our greatest asset. Inclusion is good for our team, our students, and the wider community. We are committed to treating all applicants and employees fairly and equitably, regardless of gender, gender identity or expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.

We strive to provide equality of opportunity and an inclusive experience for everyone who works at Stanley College.

Please note: Successful candidates will be required to undergo a National Police Records Check prior to commencing employment.

If this role aligns with your skills and aspirations, we'd love to hear from you. Please submit your CV and a cover letter containing your experience and suitability for this role.