Project Administrator

**About Us**

West Australian Institute of Further Studies (WAIFS) is a leading Registered Training Organisation (RTO) based in Perth, delivering high-quality vocational education and training to domestic and international students. WAIFS is committed to fostering student success through excellence in teaching, strong industry partnerships, and supportive learning environments aligned with current compliance standards.

**About the Role**

As a Project Administrator at WAIFS, you will play a critical role in planning, coordinating, and administering organisational projects related to student admissions and international partnerships. You will manage project timelines, collaborate with cross-functional teams, and ensure processes align with contractual and compliance requirements. This position is ideal for a proactive individual who thrives on driving operational excellence in a fast-paced education environment.

**Key Responsibilities**

1. Develop and manage admissions project timelines, intake schedules, and resource planning to support program goals.

2. Coordinate with Compliance, Marketing, Training, and Administration teams to ensure smooth course commencement and operational delivery.

3. Collaborate with the International Partnerships Manager to operationalise new partnership agreements, ensuring processes and documentation align with contractual obligations.

4. Consult on projected enrolment volumes by region or partner to align intake planning with international recruitment targets.

5. Respond to inquiries and resolve operational problems related to admissions projects and services provided.

6. Share admissions data with Partnerships and Student Services teams to support agent performance reviews, contract compliance, and renewal decisions.

7. Provide insights (e.g., visa refusal trends, deferrals, late submissions) to support partnership risk reviews and compliance assessments.

8. Maintain accurate records in aXcelerate and PRISMS, including CoEs, deferrals, transfers, cancellations, and compliance-related documentation.

9. Monitor visa compliance, student movement, and reporting obligations under the ESOS Act, National Code 2018, RTO Standards 2025, and government funding frameworks.

10. Identify opportunities to streamline workflows and support the implementation of process improvements to enhance operational efficiency.

11. Act as the key contact for project-related updates within the admissions team, ensuring effective communication across stakeholders.

12. Track key performance indicators (KPIs) related to admissions volumes, processing times, and agent conversion rates.

13. Prepare and review regular status reports and dashboards for management, highlighting trends, risks, and performance outcomes.

14. Assist in planning and executing system upgrades or changes related to admissions processing and student management systems.

15. Coordinate internal meetings and follow up on action items related to admissions and partnership projects.

16. Support the onboarding and training of new admissions staff during peak intake periods or organisational transitions.

17. Review and negotiate variations to partnership agreements or admissions processes in consultation with management to align with organisational goals and compliance obligations.

**Key Skills and Experience Requirements**:
1. At least 3 years of relevant experience in project administration, program coordination, or admissions operations within the education or training sector.

2. Strong organisational and project management skills, with the ability to prioritise multiple tasks and meet deadlines.

3. Demonstrated experience in stakeholder coordination and compliance reporting including working on complex CRM’s and Dashboards.

4. Excellent written and verbal communication skills, with the ability to prepare reports and present data insights to management.

5. Proficiency in project planning tools, Microsoft Office Suite (Excel, Teams, Outlook, SharePoint), Student Management Systems (e.g. aXcelerate), and government platforms (e.g. PRISMS).

6. Sound understanding of ESOS Act, National Code, RTO Standards, and international student compliance requirements.

7. Ability to identify and implement process improvements to enhance workflow efficiency and service delivery.

8. Australian Citizens and Permanent Residents are encouraged to apply.

**Qualifications**:
A Diploma, Advanced Diploma, or Associate Degree in Business Administration, Project Management, Education Administration, or a related field is preferred.

Alternatively, at least 3 years of relevant experience in program or project administration may substitute formal qualifications.

**Experience**:
Project Administrator: 3 years

**Why WAIFS?**

Join a reputable, established RTO delivering quality education to international and domestic students.

Work in a collaborative team committed to compliance excellence and student success.

Opportunities for professional d