Administrative Services Lead

UP Education; Auckland; On-site; NZD 90,000 - 120,000; Full time

Job summary

Auckland Institute of Studies (AIS) seeks an Administrative Services Lead to establish a new operating model and guide a hands-on administrative team across registry, records and student services.

Lead a cohesive, accountable team, ensure accuracy and timeliness of processes, and partner with senior leaders to support compliant programme delivery.

Qualifications

• Significant experience in administration within a NZ private training establishment or comparable education provider.
• Strong people-leadership skills with coaching and performance management.
• Experience with data and regulatory reporting is advantageous.

Responsibilities

• Lead and develop the Administrative Services team with clear priorities and service standards.
• Oversee enrolment, records, results, progression, examinations and graduation processes.
• Ensure regulatory, funding and statutory reporting is accurate and timely.
• Maintain controls over student data, systems and financial administration.
• Coordinate administrative delivery for intakes, timetabling and examinations.
• Collaborate with Academic Delivery, Quality and Finance to improve processes.

Skills

Administration

People leadership

Data analysis

Excel

Education

Tertiary qualification

Tools

SELMA

Moodle

CRM

Microsoft 365

Job description

Company Description

About Us

Auckland Institute of Studies (AIS) is one of New Zealand’s leading private degree-granting institutions, delivering a range of NZQA-approved programmes to domestic and international students.

At AIS, we are committed to providing a supportive and student-centred learning environment that empowers students to succeed. With small class sizes, experienced faculty, and a strong focus on personalised education, we help students build the skills and confidence to achieve their goals.

At AIS, our people and strong senseof community are at the heart of everything we do. We foster a welcoming, inclusive campus culture and are passionate about making a meaningful impact on our students’ lives through education.

To find out more, please visit: https://www.ais.ac.nz

Job Description

Administrative Services Lead

Location: Mt Albert Auckland

Full-time | Permanent | Onsite - AIS Campus

About the role:

AIS is establishing a new Administrative Services operating model and is seeking an experienced tertiary administration leader to lead and develop the team responsible for its delivery.

This is a hands-on management role requiring deep practical knowledge of tertiary administration and strong people leadership. We are looking for someone who can create clarity, build trust and bring people together around consistent ways of working. You will establish a supportive and accountable team environment in which staff work collaboratively, raise issues early and understand that accuracy, timeliness and professional standards matter.

Role Purpose

The Administrative Services Lead is accountable for the integrity and effectiveness of administrative, registry and student records services across AIS. The role provides leadership, operational direction and assurance so that these services support compliant programme delivery and provide a timely, professional service to students and staff.

Working closely with Academic Delivery, Quality, Admissions, Student Services, Finance, IT and senior leaders, you will strengthen institutional processes and ensure that administrative services support compliant programme delivery and a professional service for students and staff.

Key Responsibilities:

• Lead, support and develop the Administrative Services team, setting clear priorities, service standards and ways of working.
• Build a cohesive and accountable team through coaching, cross-training, constructive feedback and performance management.
• Establish the team’s workstream model, including clear responsibilities, documented processes and backup coverage.
• Oversee student lifecycle and academic administration, including enrolment, records, results, progression, examinations, completion and graduation.
• Ensure regulatory, funding and statutory reporting is accurate, validated and completed on time.
• Maintain effective controls over student data, systems, financial administration, reporting and audit evidence.
• Coordinate administrative delivery for intakes, teaching periods, timetabling and examinations.
• Work across teams to resolve operational issues and improve processes, systems and service delivery.

AIS operates across seven days. This role oversees rostered coverage and may be required to participate in weekend work according to operational needs.

This advertisement summarises the main responsibilities of the position. Further detail is provided in the position description, which will be made available to candidates during the recruitment process.

Qualifications

About You

You understand the detail of administration and can see how systems, people, deadlines and regulatory obligations connect. You are calm under pressure, and you know that sustainable performance comes from capable people who are supported, informed and treated fairly.

You will bring:

• Significant experience in administration within a New Zealand private training establishment or a closely comparable regulated education provider.
• Practicalknowledge of New Zealand tertiary education requirements, including NZQA, TEC, SDR, international student, StudyLink or Public Trust requirements, is strongly preferred.
• Demonstrated experience leading people and managing a complex administrative function.
• Experience with SELMA, Moodle, CRM and Microsoft 365 would be advantageous
• Strong knowledge of student lifecycle and academic administration, regulatory reporting and compliance requirements.
• A relevant tertiary qualification is desirable
• The ability to establish clear processes, use data effectively, manage risk and improve services.
• Strong people-leadership skills, including coaching, capability development and performance management.
• Confidence working with business systems and Excel, with strong data-analysis skills.
• Sound judgement, accuracy and discretion, together with clear communication and effective relationship-management skills.
• The organisation skills and resilience to manage competing priorities and lead a team through change.

Additional Information

Why work with us?

• Growing and dynamic organisation: Be part of a well-established institution witha strong reputationand continued growth in the education sector.
• Forward-thinking environment: Work in an organisation that values innovation, continuous improvement, and high-quality education.
• Collaborative and supportive culture: Join a diverse, inclusive community where teamwork, connection, and support are at the heart of everything we do.
• Diverse and multicultural community: Work alongside staff and students from a wide range of cultural backgrounds, celebrating global perspectives.
• Staff benefits and development: Enjoy access to campus facilities and opportunities for ongoing learning and professional development.

Questions about your identity help us appreciate the diversity of individuals looking to work with us, ensuringwe’reattracting applications from people with identities and perspectives that are as diverse as our students.

We are an equal opportunity employer. As part of our commitment to equity, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.