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RECRUITMENT COORDINATOR - INTERNATIONAL
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Position Description
Melbourne School of Engineering,
The University of Melbourne
RECRUITMENT COORDINATOR - INTERNATIONAL
Position No:
Organisation Unit: Engineering Student Centre
Budget Division: Melbourne School of Engineering
Classification: HEW 6
Superannuation: Employer superannuation contributions of 17 per cent
Employment Type: Full-time (continuing) position
Other Benefits: Salary packaging and staff training and development
opportunities.
Current Occupant:
Advice to
applicants:
For enquiries Anna McCredie, Manager, Projects and Planning (Strategic
contact: Change), tel. +61 3 8344 3032, email amcc@unimelb.edu.au
Closing Date:
Updated: 12_8_09 1
1 Position Summary
The Melbourne School of Engineering is actively engaged in the implementation of Growing
Esteem, the University of Melbourne’s Strategic Plan www.growingesteem.unimelb.edu.au
and in implementing the ‘Melbourne Model’. The School enrolled its first students under this
new model in 2008 in a series of undergraduate pathways which lead to an engineering
professional accreditation qualification at the Masters level. Semester 1, 2010 will be the
final intake into the Bachelor of Engineering and the School will increasingly focus on its
graduate teaching and its research program under the Melbourne Engineering Research
Institute (MERIT) in order to be one of the great Schools of Engineering in the world.
The newly formed Student Recruitment and Scholarship team within the Engineering
Student Services are responsible for achieving the significant coursework and graduate
research student recruitment load and income targets for the School. The team is also
responsible for providing high level service to prospective students as well as academic
staff on all maters pertaining to recruitment, admissions, scholarships and prizes
administration in the School. The Future Students Team will look after prospective students
until the point of orientation and enrolment, when responsibility for the students will move to
the Student Administration team. The Recruitment Coordinator – International works closely
with the Senior Recruitment Coordinator – International to assist with researching, planning,
implementing and evaluating strategies to attract high calibre international coursework and
research students.
The Recruitment Coordinator – International manages a portfolio of international markets
and budgets to achieve objectives. The Recruitment Coordinator – International develops
and maintains a network of referral contacts in markets of responsibility, in organisations
that represent current and potential sources of students. The incumbent also works with
allies in other University marketing teams to achieve recruitment objectives. The incumbent
works with the recruitment team to convert enquiries from prospective students to
commencements by ensuring outstanding client relationship management (CRM) practices.
The position works closely with staff in the Student Centre and across the School to ensure
all enquires are logged and that prospect data is appropriately mined and analysed to
inform successful close of sale strategies. The position gathers market feedback to inform
the School’s recruitment and communications strategies as well as to feed into new course
development.
The recruitment objectives of the Future Students team will be supported by the work of the
Marketing and Communications team and Market Analyst. The Recruitment Coordinator –
International maintains excellent records so as to track and evaluate the outcomes of
activities and to inform the School’s recruitment strategy. He/She works closely with
colleagues in Student Services, the Marketing and Communications team and with
colleagues across the School to ensure that recruitment strategies are implemented. The
Recruitment Coordinator – International will be required to undertake some travel overseas
to promote the School and its courses.
The Recruitment Coordinator – International reports to the Senior Recruitment Coordinator
– International. Specific targets for this role will be determined through regular performance
development framework discussions however Key Performance Indicators (KPIs) for this
role will include:
Updated: 12_8_09 2
• Achieving student recruitment targets
• Increasing enquiries from markets of responsibility
• Increasing applications from markets of responsibility
• Improving conversion rates (application to offer and offer to acceptance) for markets
of responsibility via prospect engagement and close of sale activities
• Improving application turn around times
• Enhancing the database of documented admissions guidelines for markets of
responsibility
2 Selection Criteria
2.1 Essential
• A relevant degree with extensive subsequent relevant marketing experience and/or
extensive experience in a marketing role and/or an equivalent combination of
relevant experience and/or education/training
• A track record of success in developing, project-managing and evaluating
recruitment and/or communications campaigns
• Demonstrated ability to undertake research, analyse data and identify new
opportunities
• Experience in supervising staff and projects to effectively deliver on organisational
goals
• Excellent written and verbal communication skills including confident presentation
skills and the ability to write for prospective student audiences
• High-level interpersonal skills and demonstrated cultural awareness, to enable
effective liaison with a wide range of internal and external clients at a variety of
levels
• Demonstrated ability to achieve high levels of performance and a strong client focus
in a complex and changing environment
• Considerable experience in operational planning
• Considerable experience of building and managing relationships in stakeholder
organisations
• Experience of sales and marketing techniques including online marketing techniques
• Demonstrated initiative and drive
• High level organisational skills and demonstrated ability to prioritise workloads and
ensure the timely delivery of activities
• Ability to work collaboratively and flexibly both in a team and independently and in
an environment with changing demands
2.2 Desirable
• Knowledge of the tertiary education sector and particularly the international
education industry
• Experience of event management
• Experience of working in or an understanding of the professional disciplines that
comprise the Melbourne School of Engineering
Updated: 12_8_09 3
2.3 Special Requirements
The incumbent will need to have the ability and willingness to work outside normal office
hours and in non-standard office locations as required. Some international and
interstate travel may be required.
The University is currently implementing an organisational change project, Responsible
Division Management, which aims to define and implement a new service model for the
functions that support the University’s core activities: teaching and learning; research,
and; knowledge transfer, and to oversee cost-saving initiatives.
The overall goal is to allow maximum investment in the University’s core activities of
teaching and learning, research and knowledge transfer by ensuring that services and
processes in support of these activities operate as efficient and effective as possible.
Staff members in the Unit are expected to contribute to RDM-related internal projects
with active cooperation, flexibility and responsiveness during a period of significant
change. Please note that there may be changes to this position description arising out
of RDM changes.
3 Key Responsibilities
3.1 Resource Management
• Plan, track and report on variances in budgets associated with recruitment activities
in markets of responsibility.
• Promote effective liaison between Engineering Student Services, the Marketing and
Communications team, professional and academic staff in departments/centres and
other operational units.
3.2 Recruitment Strategy, Planning & Relationship Management
• Assist the Senior Recruitment Coordinator - International with the development and
implementation of the School’s recruitment plan, based on market research, to meet
organisational objectives.
• Develop, maintain, implement and evaluate country plans for markets of
responsibility.
• Work with colleagues to ensure effective collection of prospect information, tracking
of prospective student enquiries, and the development of strategies to aid
conversion.
• Actively build and maintain strong and effective relationships with local and overseas
referring organisations such as companies, sponsors, industry organisations,
teachers, careers counsellors, agents, AEI and Austrade representatives and other
international and domestic marketing staff within the University.
• Inform product development through the establishment of market intelligence arising
out of market research, enquiry, application and enrolment trends.
• Maintain a working knowledge of the requirements under the ESOS Act pertaining to
all areas of student enrolment, promotion, recruitment and admissions and refer to
the International Student Support Officer for specialist ESOS advice as required.
Updated: 12_8_09 4
3.3 Marketing & Recruitment
• Work with the Marketing and Communications team to ensure all online, electronic
and hard copy communications materials are appropriate for market specific
recruitment purposes.
• Develop and run marketing and recruitment events and communications
campaigns to achieve the School’s recruitment targets.
• Ensure marketing events and campaigns are evaluated and outcomes recorded to
inform future marketing and recruitment strategies.
• Represent the School, as appropriate, in University-wide international recruitment
initiatives.
3.4 Prospect and Enquiries Management and Conversion
• Ensure consistent, accurate and professionally presented information is provided to
prospective students.
• Work closely with the Enquiries Coordinator to improve the quality and timeliness of
responses to all types of enquiries, and establish protocols for the collection and
recording of data about prospects via all channels.
• Regularly monitor CRM information to segment and prioritise prospects and develop
targeted prospect engagement and close of sale strategies for each segment.
• In conjunction with colleagues develop enquiries manual or similar for markets of
responsibility to systematise responses and maintain corporate knowledge.
• Assist the Senior Recruitment Coordinator – International to Identify and develop
strategies for continuous improvement of enquiry and prospect management within
the School.
3.5 Admissions
• Process applications as required to ensure turn around times are met, particularly in
periods of high application volume.
• Assist the Senior Recruitment Coordinator – International and Admissions
Coordinator to identify strategies for improving and streamlining admissions
practices for speeding up application turn around times.
• Work closely with colleagues, including in Melbourne International, to ensure the
fastest possible application turnaround time including developing clear and
consistent admissions guidelines for markets of responsibility.
3.6 Student Services Reception
Contribute to the efficient operation of the front office by:
• Responding to prospective and current student enquiries via telephone and in
person in an accurate, high quality, knowledgeable and timely manner.
• Ensuring efficient systems are in place to manage daily enquires received over the
counter and through phone and email.
• Providing accurate advice to current and prospective students, staff of the
Engineering Student and Academic Services and wider University community and
the general public. In particular, providing advice on matters relating to admission
requirements, course structure, enrolment and course planning procedures,
Updated: 12_8_09 5
application for credit transfer, or other issues requiring an understanding of
University and/or Engineering policies.
3.7 Project Management
• Undertake projects as may be directed from time to time by the Student Recruitment
and Scholarships Manager or Manager, Engineering Student Services.
3.8 Melbourne School of Engineering values
Staff are expected to display impeccable professional conduct in all aspects of work in
keeping with the values statement of the School which is outlined below.
The Melbourne School of Engineering values:
• Innovation, creativity, entrepreneurship, quality, scholarship
• Collaboration and team work, in a competitive academic world, harnessing the
passion and talents of all staff and students
• Leadership with transparency, integrity and responsible ethical behaviour
• Every individual - we treat them with respect; provide fair and honest appraisal;
mentor and develop them to realise maximum potential; and celebrate achievement
• Our planet - we endeavour to live, think and work "sustainability"
3.9 Occupational Health and Safety (OHS) and Environmental Health and Safety
(EHS) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
Staff
• all employees are to comply with the OHS and EHS manuals
• adopt work practices that support OHS and EHS programs
• take reasonable care for the safety of his/her own health and safety and that of other
people who may be affected by their conduct in the workplace
• seek guidance for all new or modified work procedures
• ensure that any hazardous conditions, near misses and injuries are reported
immediately to the supervisor
• must not wilfully place at risk the health or safety of any person in the work place
• participate in meetings, training and other environment, health and safety activities
• must not wilfully or recklessly interfere with or misuse anything provided in the interest of
environment health and safety or welfare
• wear personal protective equipment as provided
• use equipment in compliance with relevant guidelines, without wilful interference or
misuse
• must cooperate with the University relation to actions taken by the University to comply
with Occupational Health and Safety and Environmental legislation.
Supervisors (any person who controls or directs others)
• developing new work procedures, as required, in conjunction with relevant persons
• providing all staff with relevant OHS and EHS information in an appropriate manner
Updated: 12_8_09 6
• providing personal protective equipment and clothing if hazards cannot be fully
eliminated
• providing adequate supervision through technical guidance and support
• identifying and controlling hazardous conditions
• providing appropriate facilities for safe storage, handling and transport of hazardous
substances
4 Job Complexity, Skills, Knowledge
4.1 Level of Supervision / Independence
The Recruitment Coordinator – International is a member of the Student Recruitment and
Scholarships team and works with a high degree of independence under the broad direction
of the Senior Recruitment Coordinator – International. The incumbent is expected to operate
with a high level of independence for day-to day activities and proactively determine tasks
and priorities to achieve set goals. The incumbent is expected to be proactive in working
with the recruitment team and academics to improve conversion rates for the School and
contributing ideas for new business opportunities, including the development and
positioning of new courses/products.
4.2 Problem Solving and Judgement
The Recruitment Coordinator – International is expected to demonstrate well rounded
problem solving skills and good judgment and will be called on to provided advice on the
complex, varied issues that may arise in marketing and recruitment activities in international
markets. The incumbent needs to develop and coordinate processes to identify and
develop solutions to problems which may require the modification of existing systems and
practices. The incumbent will be required to exercise excellent judgement in managing
workload and prioritising tasks in an area with often tight deadlines and conflicting demands.
4.3 Professional and Organisational Knowledge
A detailed knowledge of the University’s academic and administrative policies and
procedures is required to ensure that key responsibilities are executed and key processes
are followed.
An understanding of issues affecting staff in an academic environment is important, along
with the capacity to work with a range of people at different levels within the University, and
externally.
4.4 Resource Management
The Recruitment Coordinator – International is expected to plan and manage budgets for
activities in markets of responsibility, consistent with market status and strategy reports and
the Unit’s Plan.
4.5 Breadth of the position
Updated: 12_8_09 7
The Recruitment Coordinator – International communicates with a diverse range of people
including School academic and administrative staff, University administrative staff, other
faculties and departments in the University, members of the engineering professions,
students and prospective students locally, regionally, nationally and internationally. The
Recruitment Coordinator – International will represent the School and University in
interactions with stakeholders as required.
5 Other Information
5.1 Organisation Unit
Engineering Student Services is responsible for coordinating onshore and offshore
recruitment efforts, managing enquiries and prospective students and providing outstanding
service to current coursework and research students within the School.
Other operational units within the Melbourne School of Engineering include Advancement,
Finance and Human Resources, IT Services, Research Services, Technical and EHS
Services and the Office of the Dean. These professional service units provide a range of
services to the six academic departments within the School.
5.2 Budget Division
The Melbourne School of Engineering is one of Australia’s leading Engineering Schools and
aims to be the school of choice for the highest performing students and research staff in
Australia and within the Time Higher Education Supplement top ten Schools of Engineering
internationally by 2020.
5.3 The University of University
The University of Melbourne is a leading international university with a tradition of
excellence in teaching and research. Melbourne’s outstanding performance in international
rankings puts it at the forefront of higher education in the Asia-Pacific region and the world.
The University of Melbourne is consistently ranked by the THES among the world’s top 25
universities.
Established in 1853, shortly after the founding of Melbourne, the University is located just a
few minutes from the centre of this global city. The main Parkville campus is recognised as
the hub of Australia’s premier knowledge precinct comprising eight hospitals, many leading
research institutes and a wide range of knowledge-based industries.
The University employs people of outstanding calibre and offers a unique environment
where staff are valued and rewarded. Further information about working at The University
of Melbourne is available at www.hr.unimelb.edu.au/careers.
5.4 Growing Esteem and the Melbourne Model
The Growing Esteem strategy, adopted by the University in December 2005, lays out a ten-
year plan to fulfil Melbourne's aspiration to be a public-spirited and internationally-engaged
institution, highly regarded for making distinctive contributions to society in research and
research training, learning and teaching, and knowledge transfer. See
http://growingesteem.unimelb.edu.au/
From 2008, as the cornerstone of Growing Esteem, the University will introduce landmark
Updated: 12_8_09 8
educational reforms known collectively as the Melbourne Model. These reforms are
designed to create an outstanding and distinctive Melbourne Experience for all students.
The Model is based on six broad undergraduate programs followed by a graduate
professional degree, research higher degree or entry directly into employment. The
emphasis on academic breadth as well as disciplinary depth in the new degrees ensures
that graduates will have the capacity to succeed in a world where knowledge boundaries
are shifting and reforming to create new frontiers and challenges. In moving to the new
model, the University is also aligning itself with the best of emerging European and Asian
practice and well-established North American traditions.
5.5 Equity and Diversity
Another key priority for the University is access and equity. The University of Melbourne is
strongly committed to an admissions policy that takes the best students, regardless of
financial and other disadvantage. An Access, Equity and Diversity Policy Statement,
included in the University Plan, reflects this priority.
The University is committed to equal opportunity in education, employment and welfare for
staff and students. Students are selected on merit and staff are selected and promoted on
merit.
5.6 Governance
The Vice Chancellor is the Chief Executive Officer of the University and responsible to
Council for the good management of the University.
Comprehensive information about the University of Melbourne and its governance structure
is available at www.unimelb.edu.au
This position description is approved by:
Occupant: .............................................................................................Date:..................
Supervisor: ............................................................................................Date:..................
Head of Organisation Unit: ...................................................................Date:..................
Head of Budget Division: .......................................................................Date:..................
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