Future Student Campaign and Expo Coordinator

Organisation: Victoria University

Job Title: Future Student Campaign and Expo Coordinator

Word Limit:  4 Pages

Location: Melbourne

Essential:

1. Knowledge or Training Equivalent to: Completion of a degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in technical or administrative fields, or an equivalent combination of relevant experience and /or education/training.

I have a broad depth of expertise across a range of relevant roles and positions. In particular, I have extensive experience in the provision of administration support, client service and event coordination within the education and financial trade sectors. Currently I am employed as a Research and Administration Officer with Globex Capital Management. The focus of this position includes compiling and analysing financial data to assist traders, ensuring that I enable them to undertake their role as effectively as possible. I also deliver network, hardware and software IT support to staff, and provide quality executive and administrative support to the London based President and the Australian based CEO. This can incorporate scheduling appointments and meetings, arranging domestic and international travel, managing expenses, filing tax returns, composing and editing company correspondence, and providing client service both on the phone and in person.

I also have experience working with a number of English education schools, and with an international education agent. In these positions I delivered a diverse variety of client management, student support, office administration, sales and marketing, and event organisation duties and activities. As the Study Tour and Administration Coordinator at the Oceania Koryu Centre (OKC) Australia I organised all aspects of study tour programs, including dealing with enquiries, promoting the service, preparing quotes, and coordinating all the itinerary items. I also liaised and consulted with all stakeholders in the process (schools, home stay agents and families, transportation and accommodation providers, cultural activity coordinators and theme park management), organising and coordinating their participation, and all the activities and services provided. My role also included providing student counselling and support, which incorporated dealing with student needs and issues related to accommodation, visas, study, employment, medical, physical and emotional issues. During my employment with OKC I also recruited several new study tour coordinators, preparing all the information and resources they required, and developing and delivering their orientation and training programs. My duties also encompassed creating and conducting orientation programs and presentations to students, schools and families as required.

My professional experience includes working as the Marketing and Administration Officer at the Burleigh Heads Language College and the GEOS Language School. In these roles I managed a range of administration, sales, marketing, and student support and engagement duties. The marketing and sales role included converting enquires into sales, making regular agent visits, creating promotional material and organising advertising for newspapers and websites, creating and distributing promotional flyers, organising special discounts and  seasonal specials, and creating monthly newsletters. I also liaised extensively with students and education agents, including dealing with all enquiries, providing support to students, conducting tours of GEOS and delivering orientation programs to agents and students, developing new agent agreements, and providing advice on agent commission structures and incentive fees. The administration function incorporated reception duties, drafting correspondence, using spreadsheets to develop financial data and analysis, preparing presentations, managing student enrolments and payments, responding to emails, scheduling appointments and creating a variety of reports for management. I have also undertaken studies in hospitality management and Advanced English for Academic Purposes within Australia, which has enhanced my broad skill set.

2. Demonstrated experience in event management or with initiating, planning and implementing campaigns and expos in a similar organisation.

As mentioned in the previous criteria, I have extensive experience in creating quality tour program events. At OKC my role encompassed every aspect of this event management process, from handling the initial enquiry, through to developing, delivering and participating in complex tour programs. Following the initial contact, I would scope out a program that incorporated the needs and requirements of the client. This could include everything from travel, accommodation (homestay, commercial and farmstay options), school placement, study options (attending lectures and symposiums), transport, cultural activities (museum, gallery, science centre visits), leisure activities (visiting theme parks, picnics) and corporate events (visiting businesses). I liaised with all the suppliers of these services, always seeking to find interesting, engaging and value for money options to provide to clients. I then prepared a detailed costing for the clients that incorporated this information. Once the quote was I accepted, my role moved on to planning and scheduling the tour, working with the clients to coordinate all the activities and services listed above. I then participated in the tour, ensuring it ran smoothly, dealing with any issues that arose, providing on the ground support and assistance, and undertaking translation services as required. I also coordinated some business visits where the client requested that we organise specific functions for them. In these circumstances I booked venues, organised catering, and coordinated the flow of events for the function.

I have also participated in a number of expos aimed at promoting the services of the education agent and the English language schools that I was employed with. In these circumstances I developed a range of information material and presentations to promote the services of my employer. In particular with the English language schools, the focus was to recruit students for the schools. I engaged the attendees, actively promoting the tours and the schools, and then managed the registration processes from these activities.

In my current role I work with Traders and other staff to develop a range of promotional, marketing and product branding material. I also liaise with the printers to then develop the products and ensure the best value possible for the materials. I then undertake a quality review of the products provided to ensure they meet all the requirements.

3. Strong interpersonal skills, including the ability to interact effectively with a diverse range of staff and students in a University environment, work cooperatively as part of a team and the ability to present to a large audience.

I have well developed interpersonal skills, and throughout my professional career I have been required to establish and maintain effective partnerships and relationships with internal and external stakeholders. In my current role I work closely with Financial Traders, collecting, compiling and analysing financial data and generating analysis reports for them, which in turn allows them to effectively manage their own trading. I also consult with them to undertake back-testing (testing and evaluating end-of-day trading strategies using historical data) which enables them to develop and execute effective trading strategies. We work in partnership, providing each other with relevant information and support to generate positive business outcomes.

In this role I also provide office-wide IT infrastructure support to staff, including managing the LAN environment, office software and PCs, and providing support as required. This requires the ability to listen carefully to client requests to ensure that I understand relevant issues, as well as skills in explaining things clearly, and in a concise and patient manner. I also deliver executive and administrative support to the company’s London based President and the Australian CEO. I have used my excellent interpersonal skills to establish strong relationships with these senior staff, and to ensure that the service I provide is responsive to their needs and requirements.

While employed with OKC, the Burleigh Heads Language Centre and GEOS, I worked with a diverse range of stakeholders, including internal management, education agents, schools, students, other tour coordinators, and various suppliers of goods and services. Part of my duties was to liaise, consult with and coordinate all the stakeholders involved in the delivery of a tour program. This included students, schools, homestay agents and families, transportation and accommodation providers, leisure activity service providers and a range of internal staff. I worked with all of them to develop and provide engaging and meaningful tour programs aligned to the needs of the client. I also provided student counselling and support, assisting them with a range of concerns relating to accommodation, visas, employment, study, medical, personal and emotional issues. A further component of my role was to undertake translation and interpreter services as required, including translating student term reports to Japanese and preparing reports for parents, interpreting during school orientation, excursions, and with homestay families.

During my employment with OKC I recruited several new study tour coordinators, developing and delivering their orientation and training program. My duties also encompassed creating and conducting orientation programs and presentations to students, schools, and families as required. My interpersonal skills incorporate strong facilitation and presentation skills, and I have the ability to deliver information in a confident and persuasive manner, and to adjust my delivery to suit the knowledge and interests of the audience.

I also have extensive experience in delivering presentations to large audiences. I have delivered many campus tours, training and orientation programs to large groups, and have also delivered information sessions to groups at expos, promoting various products and services. As the President of the Student Union in Japan I was required to address an audience of over 1000 students to explain the role of the Union and the services it delivered. I also have strong team work skills and have the ability to work collaboratively and cooperatively with colleagues and other stakeholders to achieve shared goals and outcomes.

4. Demonstrated ability to organise and prioritise workload in a busy/demanding environment and complete competing work tasks within tight timeframes

I have exceptional organisational skills, and have worked within busy, high volume work environments throughout my professional career. In my current role I have a diverse range of duties, many governed by strict deadlines. For example, I provide support to Financial Traders whose work is governed by the opening and closing of international stock exchanges. Each Trader has their own requirements and processes, and I have to prioritise the work I undertake for them dependant on a number of considerations, such as the hours of the exchange. In this same role I provide IT support, office administration and executive support to the company’s Directors. All these roles have aspects to them that are subject to deadlines, and I deliver these services in a busy and often demanding work environment.

In my previous roles I also had to juggle a wide range of duties, often in hectic circumstances. Organising student tours involved a vast range of duties that all had to be completed by a certain time. This included liaising with a number of stakeholders, scheduling their time and services, organising travel, accommodation and activities, and working with clients to ensure that the tour met their expectations. At the same time as I was organising future tours, I was also managing current ones. As part of my role included providing support to students, I was the 24 hour emergency contact for them and had to be available at all times to assist them with various matters. I also participated in tours, ensuring they ran smoothly, delivering information sessions and orientation activities, and undertaking translation duties as required. In addition to my tour related duties, I also undertook a range of administrative and office management duties, staffing the reception, dealing with enquiries, drafting correspondence, managing financial activities, and scheduling appointments. I have always had excellent time management skills, and am able to juggle multiple priorities and meet all deadlines.

5. Sound project management skills and ability to exercise initiative, judgement and decision making.

I have excellent project management skills. As outlined previously, I have organised a range of complex tour programs from initial concept through to delivery and review. Every program was a separate project with a concept, scope, budget, goals and deliverables, stakeholders, communication plan, risk assessment, timelines and resources. I managed all stages of the project, coordinating resources, managing stakeholder relationships, monitoring timelines and ensuring the project stayed within the projected budget.

I also had to demonstrate initiative and judgement at all stages of this process. I often worked independently and had to make decisions on a continuous basis, always focusing on providing positive outcomes for both the client and the business. For example, I was solely responsible when developing tour itineraries for student groups, deciding the structure and flow of items, ensuring they met both the client’s requirements and provided an engaging and interesting experience. I had a great deal of autonomy in deciding the content of programs and determining what best suited the interests of the group. I also had to deal with any issues that arose. As mentioned in the previous criteria, I was the 24 hour contact person for the groups for any emergency. This responsibility encompassed responding to a wide range of problems and incidents, using my initiative and judgement to resolve any difficulties.

In my current role I also am involved in project management duties. Part of the role of Traders is to develop specific products and strategies. The development of these products can be a long term project taking several years. It involves extensive research and analysis, data collation and testing, review and development. I have contributed to all phases of these projects, working with Traders and other staff to progress the project.

6. Demonstrated analytical and conceptual thinking skills with the ability to utilise existing market research and knowledge of competitor activity into the campaign and expo planning cycle (eg, plan, act, evaluate, improve).

Throughout my career I have consistently demonstrated strong analytical and problem solving capabilities and the ability to utilise research and industry knowledge to improve products and services. The study tour market is extremely competitive, with a broad range of providers promoting their product. I often provided quotes for tours being aware that a number of other organisations were also providing submissions. To address this competitive environment I undertook extensive research regarding the products and services available from other organisations. I always wanted to ensure that I had the best available product, and the best value for money possible. I also developed strong networks with the service providers I utilised within Australia to ensure access to competitive deals. I also was constantly scanning the environment to see what other products and services could be utilised within tours.

For both my work in the English language schools and OKC, I also developed a strong knowledge base regarding all the types of study options available to students, from high schools, through to TAFEs and universities. I used this information to provide advice to students about pathways available to them and future study options that they could pursue. I also incorporated placements at schools, TAFEs and universities as part of tour programs, so once again I had to have excellent knowledge of the courses available and be able to align these to client requirements.

Throughout my career I have developed and maintained an excellent knowledge of all facets of the industries that I was employed in, working hard to ensure the currency and accuracy of my knowledge. I then used this expertise to structure the best possible service to clients.

7. Current Victorian drivers licence.

I have a current open Queensland Licence, and am eligible to transfer this to a Victorian licence.

8. Demonstrated capacity to understand and comply with employer policy and practices in all aspects of work and conduct, including OHS and Anti-Discrimination responsibilities and complete/attend relevant training.

Throughout my professional career I have actively contributed to promoting a culture that values and fosters a safe and healthy work environment. I have always taken responsibility for my own health and safety, and the health and safety of others that may be affected by my actions. I have also encouraged a workplace environment where staff are always attentive to risks of harm to their colleagues, clients and visitors.

I have a strong knowledge of employment equity and anti-discrimination legislation and compliance, and fully support their integration into all aspects of the workplace. I am committed to the view that the success of any business is based in part on its ability to attract and employ the best staff, and that a fair workplace, committed to antidiscrimination, contributes to this goal. I have always believed that in an environment where this occurs and where all workers are valued, respected and have opportunities to develop to their full potential, morale and productivity are increased. I am from a non-English speaking background and have always shown respect for others from diverse countries and cultures. In a number of positions it was extremely important to deliver a supportive service to international students, and I have an excellent professional reputation in this area.

9. Willingness to commit to the VU Values and Behaviours:

I have knowledge of and understand the university’s values of access, excellence and respect, and of the supporting behaviours of engagement, collegiality and courage. I have demonstrated alignment to many of the principles that underpin these values and behaviours throughout my working life. For example, I am from a non-English speaking background and have always enjoyed interacting with and supporting students from around the world. I have always demonstrated respect for others from diverse countries and cultures, and educational and socioeconomic backgrounds. This was always an important part of my role both within the English language schools and while working with the education agent. I was sincerely committed to providing an outstanding, supportive service to international students, and I developed an excellent reputation within the industry for the quality of the support I provided. I also have always developed excellent relationships with my colleagues. I always listen to my team members, share information with them, and treat them with respect and courtesy at all times. I embrace different views and perspectives, and value and utilise those differences for the benefit of the team.

Desirable:

1. Understanding of and willingness to comply with quality assurance policies and procedures and other relevant legislative and policy requirements applicable to the University.

I have a clear understanding of the reasons for and benefits of, robust quality assurance processes. The focus of the policies and procedures that underpin quality assurance are to support continuous improvement and to improve outcomes for students and other stakeholders. I am also aware that the university has a wide range of quality review and improvement mechanisms in place, and that the Australian Universities Quality Agency conducts rolling five year audits of higher education in Australian universities based on a self-assessment. Finally, I understand that quality is not seen as a separate objective, but is imbedded at all levels and is a core concept of the university’s strategic plan.

Throughout my professional career, I have worked in roles highly regulated by a diverse range of acts, regulations, determinations, policies, guidelines and standards. For example, working within Globex I am subject to a strict statutory environment that is overseen by the Australian Securities and Investment Commission. Similarly, while employed with OKC and the English Language schools I needed to have an excellent knowledge of the laws and processes related to visas. It has always been part of my responsibilities to understand the information contained in these types of documents, interpret it, and have the conceptual skills to apply it to a specific circumstance.

2. Knowledge of and previous experience in a tertiary education institution.

I have a strong understanding of the structure of universities; that is, the relationship between schools, faculties, corporate and other support structures. I also understand the administrative support functions attached to specific schools and faculties, and how these must work together and with central corporate services to ensure the integration of service delivery across the university. I also have extensive knowledge of a range of universities within Victoria. Working within the English language schools I provided advice and information to students concerning pathways into higher education. To undertake this duty I needed a clear understanding of the various academic offerings and to be able to direct students concerning access to further study.

3. Experience using student information systems e.g. VU CONNECT/STAFF CONNECT, INFOVU.

I have excellent IT skills and in my current role I provide network, hardware and software support to staff. I also have advanced Microsoft Office skills, with outstanding skills in Word, Excel, PowerPoint, Outlook, and demonstrated experience with complex client and data management systems. In particular I have utilised student management systems within the English language schools to undertake the student registration and billing processes.