Student Journey Coordinator

The Experience Assistant is a vital role within our organization, responsible for delivering exceptional student experiences from enrolment to graduation and beyond. The ideal candidate will be accountable for assisting the Experience Team in ensuring a seamless student journey, providing excellent customer service, and fostering a positive community environment.

• Enrolment & Onboarding
  • Manage new student onboarding process, ensuring timely communication and provision of necessary documentation.
  • Collaborate with the Content Team to create engaging Canvas courses and resources for each program start date.
  • Establish Slack workspaces and ensure accurate channel configuration prior to each course commencing.
• Student Experience Management
  • Implement best practices throughout the student lifecycle to guarantee a positive learning experience, from current students through to graduation.
  • Act as the primary point of contact for current students outside of teaching hours.
  • Maintain up-to-date Canvas, Student Handbooks, Assessments/Quizzes, and other course content materials.
  • Ensure compliance with regulatory requirements in Australia.
  • Facilitate government reporting as necessary.
  • Collaborate with the Experience Coordinator on pre-course setup and student communication.
  • Engage in regular individual check-ins with students to monitor welfare and satisfaction.
  • Communicate fees-related information with finance and students as required.
  • Work closely with Heads and Lead Teachers on matters related to student issues, including attendance, grievance procedures, extensions, and best teaching practices.
  • Manage graduation artwork, updating certificates, and liaising with Heads regarding poster and invite preparation.
  • Develop and maintain relationships with students as the first non-teaching point of contact.
• Campus Management
  • Ensure fire safety standards are met, including regular fire extinguisher tests and emergency lighting checks.
  • Act as Fire Marshall during business hours (if applicable at specific locations).
  • Oversee day-to-day campus operations, including building maintenance, cleaning, class equipment, stationery orders, and sanitary services.
  • Verify building access swipe cards and office keys function correctly for full-time staff.
  • Maintain equipment and IT functionality, including microphones, projectors, CCTV, phones, air conditioning, printers, etc.
  • Assist with Graduation events planning, sourcing vendors, creating plans, hosting meetings, and coordinating logistics.
  • Monitor general space upkeep, including carpets, furniture, projectors, and air conditioning.
  • Secure quotes for external contractors and obtain Finance Director approval for contracts.
  • Coordinate events and meetings, arranging travel, catering, and other logistics as needed.
  • Facilitate weekly team lunches, ensuring budgets are managed effectively.
  • Arrange student headshots for ID passes and website use.
  • Provide technical support for teacher administrative processes.
• Shillumni Network
  • Manage the Shillumni Slack workspace, collaborating with the Experience Team to ensure channels are up-to-date.
  • Post job openings, relevant events, and news to Shillumni Slack channels.
  • Research cost-effective event options and collaborate with the Experience Team to present ideas to the Head of Experience.
• Communications & Projects
  • Regularly communicate with campus Experience Assistants, the Head of Experience, Lead Experience Coordinators, and other relevant parties.
  • Participate in regular meetings with the Experience Team to ensure all campus and student-related tasks are progressing smoothly.