Academic Operations Assistant

MDM Systems, Inc.; Central Luzon; Remote; PHP 420,000 - 600,000; Full time

Job summary

MDM Systems, Inc. is seeking an Academic Operations Assistant to provide administrative, reporting, and first-line student support to its Australian academic team.

The role is fully remote and based in the Philippines, collaborating with the Australian-based teams to maintain student records, prepare reports, and handle enquiries.

You will help ensure smooth operation of academic services, allowing trainers to focus on teaching and assessment.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Management, or related field.
• Experience in administrative support, operations, reporting, or customer service.
• Excellent written and verbal English; IELTS 7+ or equivalent.
• Strong MS Excel skills and familiarity with Word.

Responsibilities

• Provide administrative, reporting, and first-line student support to the Australian academic team.
• Maintain and update student records and enrolment information.
• Prepare regular operational and student progress reports.
• Respond to general student enquiries and escalate to academic staff as needed.
• Coordinate daily academic operations and ensure timely completion of tasks.

Skills

English communication

Attention to detail

Time management

Independent worker

Education

Bachelor's degree in Business Administration / related field

Tools

Excel

MS Office

Job description

Academic Operations Assistant

We are seeking a highly organized and detail-oriented Academic Operations Assistant to provide administrative, reporting, and first-line student support to its Australian academic team.

The successful candidate will be responsible for handling day-to-day administrative activities, maintaining student records, preparing reports, assisting with operational coordination, and responding to general student enquiries.

This position plays an important role in supporting the smooth operation of academic services, allowing qualified trainers and assessors to focus more on teaching and assessment activities.

The role is fully remote and based in the Philippines, working closely with the Australian-based academic and operations teams.

Key Responsibilities

1. Administrative and Academic Support

• Provide general administrative support to the academic and training team.

• Maintain and update student records, enrolment information, and academic documentation.

• Assist with the preparation, organization, and maintenance of academic files and records.

• Monitor administrative tasks and ensure documentation is properly organized and up to date.

• Coordinate administrative requirements between students and the academic team.

2. Reporting and Data Management

• Prepare, update, and maintain regular operational and student progress reports.

• Manage spreadsheets, databases, and student information with a high level of accuracy.

• Assist in tracking student enrolments, assessment submissions, outstanding requirements, and progress.

• Ensure data is accurate, complete, and properly recorded.

• Assist with generating reports and compiling information for management review.

3. First-Line Student Support

• Respond to general student enquiries through designated communication channels.

• Provide basic information and assistance regarding enrolments, course requirements, and administrative processes.

• Direct assessment-related or technical enquiries to the appropriate academic staff.

• Follow up on outstanding student requirements and pending documentation.

• Maintain professional and courteous communication with students at all times.

4. Operational Coordination

• Assist with daily academic operations and administrative workflows.

• Monitor pending tasks and follow up with relevant team members.

• Support the coordination of student-related activities and operational requirements.

• Ensure tasks are completed within agreed timelines and organizational procedures.

• Escalate complex issues or matters requiring management attention to the appropriate supervisor.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Office Administration, Management, or a related field is preferred.

• Previous experience in administrative support, operations, reporting, or customer service is an advantage.

• Excellent written and verbal English communication skills. Excellent written and verbal English communication skills. IELTS (Academic or General Training) of at least 7 in each of listening, reading, writing and speaking or equivalent result in another test accepted by the Australian Department of Home Affairs such as PTE Academic, TOEFL iBT or OET.

• Strong proficiency in Microsoft Excel, including spreadsheet management, data entry, formulas, and reporting.

• Good working knowledge of Microsoft Office applications, particularly Word and Excel.

• High level of accuracy and attention to detail when handling records and data.

• Strong organizational, multitasking, and time-management skills.

• Ability to handle confidential student information responsibly.

• Capable of working independently and managing priorities in a remote working environment.

• No vocational education and training assessor qualification is required.

Work Arrangement

• Full-time remote position based in the Philippines.

• Must be available to work during Queensland, Australia business hours.

• Will use client's designated systems, platforms, and accounts.

• Will work under the supervision of the onshore Academic Operations Supervisor and Academic Manager.