Organizational Setting
The World Maritime University (WMU) is a postgraduate and research university established in 1983 by the International Maritime Organization, a specialized agency of the United Nations. WMU offers M.Sc. and Ph.D. programmes, Postgraduate Diplomas, and Professional Development Courses (PDCs) with the highest standards in maritime and oceans education and training. WMU also has a highly respected research programme supported by specialized research groups across the maritime and ocean fields. The Faculty Assistant position is located in the Faculty unit at WMU’s headquarters in Malmö, Sweden.

Main Purpose

Under the overall supervision of the Academic Dean of WMU the post-holder is expected to provide administrative support for the activities and delivery of the University’s MSc and associated educational offerings. The post-holder is expected to provide a wide range of operational, administrative and secretarial support to the Academic Dean, required liaison services between faculty members and students, external contacts, and various organizations and assist in keeping WMU positioned as an academic institution of excellence and help advance the institution and its reputation.

Duties, Responsibilities

The incumbent will in particular provide the following support services as directed by the Academic Dean

• Assisting the Academic Dean and faculty in supporting students in their academic work at WMU;
• Engaging with students, faculty, senior management, the Registry and Administration as required;
• Making logistic arrangements for visiting faculty annually, planning with hosts for the several student field studies, and interacting with external parties in relation to travel and accommodation and student travel visas;
• Traveling when necessary to destinations in Sweden and Denmark for student visa-related purposes;
• Liaising with faculty regarding student grading and communicating grade results to students and to the Registry;
• Setting up and maintaining academic schedules, calendars and room bookings;
• Updating webpages, portals and manuals relating to academic management at WMU;
• Updating relevant academic information and creating purchase orders for academic activities in the University’s Enterprise Resource Planning (ERP) system in collaboration with other departments of the University;
• Preparing and tracking templates and appropriate documentation for programme and subject descriptions and assessments, as well as for dissertations and other material relevant for external academic quality reviews and audits;
• Collecting/compiling academic data relating to the academic year and each subject cycle;
• Supporting student learning and assessment activities including the use of learning management systems, lecture recording, digital assessment platforms and examination invigilation;
• Reporting on budgets for relevant academic activities;
• Compiling and keeping track of academic policies and procedures, guidelines and circulars to ensure their currency;
• Collaborating with a team of other Faculty Assistants who share similar responsibilities to ensure the timely delivery of all academic targets;
• Undertaking secretarial and administrative tasks related to the MSc programme;
• Undertaking all other secretarial and administrative tasks as may be required or assigned by the Academic Dean.

Qualification and Experience
Essential

• A minimum of three years of progressive and diverse experience in administrative tasks in higher education academic environments, business development or similar;
• The ability to appropriately communicate with the stakeholders of a United Nations affiliated institution;
• A focus on delivery of results with excellent attention to detail and drive to resolve issues;
• Previous experience with academic programme development;
• Good knowledge of commonly used office software applications (Google and Microsoft);
• Proficiency in Microsoft Excel and Powerpoint;
• Knowledge of graphics and presentation software applications (Adobe, Microsoft)
• Basic understanding of quality assurance systems and process optimization with emphasis on higher education.

Desirable

• Proficient Moodle user;
• Familiarity with digital learning and assessment tools e.g., Digiexam and Turnitin
• Previous experience of work in an international organization;
• Experience in working with a Client Relationship Management (CRM) system

Languages

Essential

• High level proficiency in spoken and written English.

Desirable 

• Knowledge of Swedish and another UN language would be an advantage.

Competencies

• An understanding of WMU and its mission, and strong commitment to the delivery of the highest practicable standards in pursuing its mandate;
• Ability to maintain a high level of confidentiality and ethical standards;
• Excellent oral and written communication and interpersonal skills;
• Ability to be pro-active and work effectively and accurately with little guidance and supervision;
• Ability to work in an international environment with English as the primary language;
• Flexibility in coordinating multiple projects and meeting deadlines;
• Possession of effective communication skills in an international and multi-cultural academic environment;
• Demonstrated motivation, enthusiasm, tact.