Summary
Overview
Work History
Education
Skills
Accomplishments
Preferred Name
Personal Information
Roles And Responsibilities
Hobbies and Interests
Timeline
Generic

Joshiela Pratika Sen

Auckland,New Zealand

Summary

Confident and highly organized leader with experience in education, training, social outcomes, and business sectors. Demonstrated consistent leadership, innovation, and expertise throughout work history. 14 years of experience leading teams and developing successful cultures, delivering contracted results for Government contracts. Success attributed to exceptional communication skills with external stakeholders and effective staff management. Excels in both following established systems/procedures and developing/implementing new ones. Strong project management skills, skilled at building relationships, meticulous planning, and offering solutions and strategies. Competitive individual with extensive training background, always approaching challenges with a can-do attitude.

Overview

18
18
years of professional experience

Work History

Registrar

NZ Welding Trades & Services & Solomon Group
03.2019 - Current
  • KPIs -Ensure that all Registry-related processes are implemented accurately and efficiently in accordance with internal and external system and compliance requirements -Provide the business with accurate, up to date information on all enrolments, consumption and educational outcomes -Provide students with an exceptional experience across the range of Registry-related functions and processes -Manage Registry-related academic processes including qualification award -Meet all TEC and NZQA compliance requirements in regards to Registry-related functions and processes -Work on the new processes during the COVID period -Submit Fees Free Report, MPTT reports, Technology Access and Usage Report and Hardship
  • Access and Usage Report to TEC -Ensure courses are amended and revised in accordance with sound design principles and efficient processes -Recruit, retain and develop staff, in line with Organisation’s human resource policies and relevant statutory requirements, to achieve business goals
  • Address performance issues as required -Provide appropriate reporting to meet organisational needs -Ensure staff have well-developed sense of their own role and contribution to the team’s performance/delivery -Maintain quality and minimise risk by developing and maintaining appropriate systems within the team
  • Responsible for implementing operational academic policy, structures and processes; -Approval and implementation of all additional academic operational structures and processes as may be necessary for effective management of the Academic Registry consistent with Polytechnic policy; -Develop implementation policies and procedures as required for approval by the Chief Executive. -Agreeing work goals and defining job expectations for staff, coaching them for success, carrying out their job planning and development reviews and performance appraisals in accordance with established criteria, addressing any performance issues as required
  • Leadership approach demonstrates flexibility and ability to work proactively and constructively with other parts of the Organisation in response to changing environment -Liaising with external organisations such as the Ministry of Education (MOE), New Zealand
  • Qualifications Authority (NZQA) and Studylink -Keeping abreast of MOE changes and ensuring any changes are implemented -Policies and regulations relating to student records, have been implemented and communicated correctly and consistently
  • Undertake evaluative self-assessment to identify strengths and weaknesses and use this to make improvements
  • Development, maintenance and review of policies and procedures for the management and reporting of student records -Development and implementation of Quality Assurance Standards within the Registry for the lifecycle of the system, the associated outputs and the implementation and maintenance of them
  • Participating member of the Academic Committee, Academic Quality Assurance Committee and the Results and Awards Committee
  • Analysing information from requests for assistance to identify common problems and working alongside other Academic Registry/Academic Services staff to resolve these problems
  • Resolving study issues for students
  • Collaborating with other managers within the polytechnic, to accomplish organisational goals and to anticipate, identify and resolve problems
  • Student Management Systems & Information -Responsible for the setup and maintenance of accurate Student Management Systems
  • EnrolPro or other SMS systems in use
  • ILN and ILN(ESOL) Hrs recording systems
  • Includes regular and timely audits/checks to ensure that all system and programme information is accurate, up to date and fit for purpose -Ensure that all staff have appropriate access and training to correctly use relevant parts of the
  • SMS -Working on the backup of the SMS- retrieving data exercise
  • Student Enrolment Processing -Manage the Student Services team to ensure that all student applications and approval processes (including pre-enrolments) are completed in a professional, complete, accurate and timely manner and in a manner which complies with all:- -Funder terms and conditions -NZQA requirements -SMS provider systems documentation or training -Internal quality systems and processes -Ensure staff are trained to:- -Analyse all student applications to ensure they meet academic curriculum entry requirements for programmes
  • Correctly access external databases (NSI, NZQA, TEC) to check applicant’s information, validate and enter information in SMS systems -Follow up with students where information to support an application is required -Work with recruitment and education team leaders/teams to ensure accuracy and timeliness of enrolments and changes to student enrolment status -Manage support for ILN TEC testing where required
  • Student Study Assistance – StudyLink and Public Trust -Student Study Assistance – StudyLink and Public Trust -Provide support to the recruitment team and students to ensure students can access student loans and allowances through StudyLink in a timely manner when required -Establish and maintain systems, processes and resources for the accurate establishment and tracking of Student Loan loans/payments through Public Trust
  • Includes oversight of all student payments to ensure that these are paid in a timely manner
  • Student Attendance & Assessment Records -Establish and maintain accurate and secure attendance records for all students in Attendance
  • Trackers or other systems -To meet all business and NZQA management and compliance needs -Work with Student Support to ensure an effective system of responses to non-attendance and student needs -Establish and maintain accurate and secure assessment records for all students in Assessment
  • Trackers or other systems -Work closely with delivery teams to ensure accurate and timely assessment reporting -Manage systems to ensure the integrity of academic achievement in the SMS (and subsequent reporting to TEC/NZQA)
  • Compliance Reporting -Manage all Compliance reporting and uploading of information to STEO -SDR’s and ILN/ILN(ESOL) Reporting, Workforce Questionnaire, setting up Programme Fees -Manage SMS data to ensure the on-going accuracy and monthly validation of SMS records -Work with Commercial Partnerships & Performance Director to prepare final SDR returns for CEO signoff and submit before deadlines -Prepare, submit & validate monthly Fees Free reports to TEC before deadlines -Prepare & submit monthly MPTT reports to Consortia -Prepare & submit MPTT Actuals reports to TEC before deadlines -Credit Reporting Annual Fee to NZQA -Report all Credit Achievement to NZQA before deadlines -Monthly reporting -Assist with month end financial reporting as requested
  • Academic Processes & Reporting -Qualification & Graduations -Verify all students who meet academic programme requirements and submit to Academic
  • Committee for qualification award approval -Process all approvals -Prepare all Transcripts and Certificates -Provide other academic graduation support to Operations team -MOE_Manage all ESAA requests and access rights -Update and maintain STEO records to align with all current programme approvals
  • Records Management -Ensure that all supporting enrolment documents are fully verified and of acceptable quality and where required, retained on Student Files -Managing student information and registry records including regular auditing of all data to ensure completeness, accuracy and consistency
  • Provide Exceptional Service to All Customers -Ensuring a positive, customer-centric experience for all students and staff members across all sites in regards to Registry functions -Answer all enquiries or requests directed to Registry about programmes and student support in a professional courteous manner -Manager communications with students via text, phone and email and ensure it is recorded in the
  • SMS or other systems -Provide other student support as may be reasonably required or requested
  • Quality Systems and Processes -Manage staff to apply and implement relevant documented policies, systems and procedures -Work with the Quality team to create and maintain procedures which are role-relevant -Look for opportunities for Registry related process and system improvement and facilitate solutions
  • New Zealand Skills and Education group

Academic Registrar, EPI Analyst and Enrolments Manager

Manukau Institute of Technology
03.2017 - 03.2018
  • Responsible for providing a wide range of high quality services to students, staff and external agencies and organisations
  • Work underpins the student academic experience from application through to graduation and the issue of transcripts; including student records, institutional and national quality assurance and compliance, the management of academic information and external statutory returns
  • Work with the Director (Marketing and Recruitment) and Heads of School to develop the schedule -Ensure streams are created for each new cohort -Oversee re-enrolment, deferment and withdrawal processes -Submit unit standard credits to NZQA -Order NZQA certificates for eligible graduating students -Order NZSEG certificates, once encumbrances have been checked -Prepare Academic Transcripts for all students on completion of the programme -Issuing progress reports to students for visa purposes -Submit new or amended courses and qualifications to STEO for approval at the request of the
  • Academic Director -Calculate and update qualification and course fees in STEO every year at the request of the
  • Director (Marketing and Recruitment) -Responsible for setting up new programmes in SMS and subsequent streams -Complete academic enrolments as per the schedule -Training staff on SMS as and when required -Conducting trial SDRs as per the schedule and following up with Programme Leaders and the
  • Enrolment team to ensure errors are rectified by the due date -Managing the SDR submission three times a year -Managing UIP submission three times a year -Working with the team during the NZQA Consistency review -Working with the team during the EER visits -Submit the Annual Workforce Questionnaire -Monthly reporting to Academic Director -Analyzing statistical data including enrolment, withdrawal and progressions
  • Ensure compliance with the QMS and Code of Practice at all times
  • Quality Assurance - Auditing student enrolment forms, including validation of enrolment information into the student management system - Auditing student assessments and moderation process - Part of the team responsible for ensuring the company maintained its status of a Category 1 provider

Faculty of Engineering and Trades

Plumbing
06.2008 - 03.2017
  • School of Building and Construction
  • School of, Gasfitting and Drainlaying
  • School of Electrical Trades
  • School of Horticulture, Administration: -Student Management System (EBS SMS) and Customer Relationship Management (CRM) -To carry out administrative tasks this will include but are not limited to the following: -Ensure we meet our key accountabilities, objectives, deliverables and all administrative requirements to fulfil our obligations on the CRM and EBS SMS
  • Check on Programme and courses set up in the CRM and EBS SMS at the beginning of every semester, particularly in relation to fees and unit standards/version and ensure that any issues are identified and fixed
  • In conjunction with the Heads of Schools and Programme Leader, create course occurrence on the CRM and EBS SMS shows the correct start/finish dates, times, room location -Prior to programme/course commencement, changes to programme/courses must be approved at Programme Committee
  • The Minutes of Meeting and the required EBS SMS forms to be completed are then submitted to Academic Registry to initiate the changes requested
  • Programme and or course Applications entered on to the CRM and EBS SMS -Student correspondence actioned from the CRM/EBS SMS i.e
  • Acknowledgment of application, interview date/time, confirmation of enrolment etc
  • Register and Enrol students in programs and courses as appropriate and issue statement of fees, timetable information and or acknowledgement letter
  • Ensure that the student files are kept up to date and are lodged in the central filing system
  • Results entered on to the EBS SMS i.e
  • Assessments, NZQA unit standards/version - the Outcome
  • Result Recording Sheet Initiation form printed for submission at the Programme Committee meeting and attached to the result paper work submitted by the Academic staff
  • Completion of the AR01-01 Verification of Unit Standards form to be attached to the Outcome
  • Result Recording Sheet Initiation form for NZQA unit standard results
  • Results published once approved at Programme Committee meeting
  • Distribution of student result notices, certificates and records of learning and or reports, when signed off and complete
  • To assist lecturing staff with any issues they may have inputting results
  • To produce reports from the EBS SMS as required by the Heads of Schools, Programme Leader and/or the Lecturing staff
  • Liaise with the Academic Registry on any issue that may arise
  • Issue class lists, logins and class registers to the Heads of Schools and academic staff as required
  • Provide administration support during reviews to the required standard of all the EBS SMS and
  • Academic regulations for: -programme/course set ups -programme/course unit standard/version -programme/course assessments -programme/course development, updates, reviews et
  • Overall responsibilities summarised
  • Provide institute staff with relevant training and support so that they can correctly enrol students and accurately maintain a record of their time and achievements at MIT
  • Provide ‘back office’ support to faculties throughout periods of peak workflow including enrolling students into specialist funding sources (i.e., Youth Guarantee/Maori and Pasifika Trade Training) promptly
  • Actioning withdrawals and transfers
  • Process academic transcripts, awards and certificates for graduation as requested/required.Work with Faculty Staff to develop programmes and courses, including advising as a ‘funding expert’where necessary
  • Create and/or change course assessments in the SMS and manage requests to change results.
  • Initiate engagement with, and respond to requests from, external stakeholders concerning student enrolments and Institute activities (i.e
  • StudyLink, National Student Index, NZQA and TEC) as required
  • Respond to result queries and requests for historical information
  • Administer the Institute’s instalment application process, travel payments and hardship fund applications
  • Customer Service -Provide a capable and responsive service to our customers
  • Develop a strong, positive working relationship with faculty peers
  • Provide a consistent, high calibre service to student customers and Institute stakeholders -Listen to understand what customers want -Communicate in a way that is easy to understand, being clear about what is required in order to meet customer’s expectations -Acknowledge and fix any mistakes promptly -Honour commitments -Reply to all correspondence promptly and within service standards
  • Offer an expert opinion where it is evident that one is required
  • Utilise all opportunities for growing capability across the Institute by sharing expertise
  • Continuous Improvement -Actively strive to improve the Institute’s administrative processes
  • Understand the underlying reasons for administrative process, including the parameters of
  • Institute and Sector compliance
  • Be willing to work creatively within the limitations and challenge ‘the norm’ if a different way of working presents itself
  • Use all opportunities to identify and reduce unproductive ways of working, especially where they impact on our student customers and stakeholders -Participate in process review exercises as requested.
  • Single Data Return (SDR) -Contribute to the timely and accurate submission of the Single Data Return for MIT and
  • EnterpriseMIT: Prioritise SDR error corrections to meet deadlines; work with faculty peers to quickly remedy data errors and note relevant warnings
  • For MIT: submit and maintain the course register information (for course variance) to TEC
  • Provide training to faculty peers on common SDR errors and how to avoid making them
  • Participate in SMS training forums if requested
  • SMS Functional Release Testing -Collaborate with peers to test Student Management System (SMS) software releases in a timely manner including reporting functional deficits in such detail as required by the SMS team.

Department Secretary

University of Auckland
09.2007 - 06.2008
  • Providing customer service to the University students, staff and interested pupils
  • Attending to all queries related to student fees (International countries and local queries), payments, -Helping and dealing with student issues and guiding them to choose the desired course
  • Responsible for the account payable process of the department -The first point of contact to all stakeholders by phone and face to face
  • Accessing the student and staff records by using the University’s official software Collecting, sorting and distribution of section mail
  • Liaise with procurement staff and suppliers to check deliveries against packing slips and purchase orders
  • Match packing slips and invoices to the correct Purchase Order -Create receipts for deliveries and PO-related payment vouchers using PeopleSoft Financials
  • Run Voucher summary report every Mondays
  • File all PO transactions and non-PO related invoices
  • Liaise with suppliers and Finance Registry to resolve all other procurement and account payables related issues
  • Create Purchase Orders when necessary
  • Assisting with staff and student queries, accepting assignments, answering phones, photocopying, arranging/accepting courier deliveries, distributing mail, assisting with special events and functions
  • Helping out in the maintenance of the website and also staff notice board
  • Liaising and helping out with Access Control to issue access cards to staff, students and visitors
  • Maintaining records of card holders and access groups
  • Managing the Procurement Card and filing appropriately, arranged in the manner required
  • Purchasing equipments, books from the internet for the department
  • Get the stationery requests listing from all staff
  • Those in stock would be distributed and the rest ordered from suppliers. -Maintenance and development of the office filing system -papers/correspondence/reports in the respective files
  • Changing the labeling of the files and creating new files altogether
  • Typing any documents as required
  • Liaising with Property Services: maintenance on the University Property -Ensure strict confidentiality -Responding to staff, students and suppliers queries in respect of students fees, finance (payments) -Advise staff on all the arrangements
  • Prepare workshop/seminar papers and photocopy for distribution -Typing, filing and answering telephones while in the office -Dealing with suppliers -In charge of the Purchase requisition -Punctuality with work and attendance -Involvement in teamwork
  • Overall assisting in the administration duties
  • Helping the department in preparing annual reports on staff turnover
  • Maintaining stationery and equipment requirements and purchasing of any ad hoc requirements needed within sections
  • Helping the department organize workshops, training sessions and events
  • Any other duties assigned by the staff and the Head of Department.

Education

M.D. - Masters in Managment

Australian Institute of Business
Australia
02.2020

Bachelor of Applied Management -

Manukau Institute of Technology
01.2016

New Zealand Institute of Management (NZIM) Diploma - Management

New Zealand Institute of Management
01.2006

New Zealand Diploma in Business (NZDB) -

New Zealand Diploma in Business
01.2006

Diploma in Human Resource Management -

Christchurch Institute of Technology
01.2003

Certificate - Accounting

01.2001

Skills

  • Exceptional organisational ability
  • Contributing to Team Success
  • Rostering and scheduling programme discussions
  • Confident in Microsoft Office Suite
  • Understanding of Human Resources issues
  • Interest in Education / Tertiary Sector
  • Broad coordination or event/project management skills
  • Ability to pick things up quickly
  • Ability to Work Under Pressure
  • Sound communication (written and verbal)
  • High level administrative support
  • Strong background in Administration and Quality Assurance
  • Excellent organisational and planning skills
  • High level IT skills
  • Highly developed communication skills
  • Excellence with numbers
  • High attention to detail
  • Strong personal drive & initiative
  • High quality relationship skills
  • Reporting on enrolment data and financials
  • Processing and supporting student applications for enrollment
  • Identifying areas of improvement in systems and processes
  • Ability to make decisions
  • Proven ability to work without supervision
  • Dedicated to providing a high standard of customer service
  • Working on QMS Organisation's Policies and Procedures

Accomplishments

  • Privacy Act Training, 12/21
  • Mental and Health Wellbeing Workshops, 12/20
  • AKO AOTEAROA Pacific Cultural Centredness, 12/20
  • Business Etiquette, 12/15
  • Conflict Resolution (Handling Difficult People), 12/15
  • Assertion Skills, 12/15
  • Fire Warden Training, 12/11
  • Health and Safety Rep Training (First Aider), 12/10
  • Certificate of Achievement in Treaty of Waitangi at work, 12/09
  • The Kiwi Host Certificate Programme in Customer services, 12/04

Preferred Name

Josh

Personal Information

Driving License: Full Drivers License

Roles And Responsibilities

  • Oversight of all academic regulatory and accreditation policies and processes
  • Leadership of college quality assurance operations
  • Relationship management with education related statutory bodies
  • Management of student complaints process
  • Graduation protocol and administration support
  • An ability to lead the college compliance, accreditation, regulatory and evaluation processes and systems
  • Prepare and set up programme intakes in-line with NZQA programme approval
  • Monitor the enrolment process to ensure all regulatory information are collected
  • Conduct periodic data reconciliations to identify and resolve discrepancies
  • Assist in improving the efficiency of processes through modernisation and use of technology
  • Manage filing of learner records, contracts and archives
  • Carry out internal audits on physical and electronic records
  • Provide administrative support to campus operations
  • Ensure that the Registry Team outcomes are met
  • Involved in EER visits

Hobbies and Interests

  • Reading
  • Traveling
  • Watching movies
  • Watching rugby
  • Meeting new people
  • Sharing thoughts and experiences
  • Learning about different cultures
  • Cooking

Timeline

Registrar

NZ Welding Trades & Services & Solomon Group
03.2019 - Current

Academic Registrar, EPI Analyst and Enrolments Manager

Manukau Institute of Technology
03.2017 - 03.2018

Faculty of Engineering and Trades

Plumbing
06.2008 - 03.2017

Department Secretary

University of Auckland
09.2007 - 06.2008

Bachelor of Applied Management -

Manukau Institute of Technology

New Zealand Institute of Management (NZIM) Diploma - Management

New Zealand Institute of Management

New Zealand Diploma in Business (NZDB) -

New Zealand Diploma in Business

Diploma in Human Resource Management -

Christchurch Institute of Technology

Certificate - Accounting

M.D. - Masters in Managment

Australian Institute of Business

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Joshiela Pratika Sen