Academic Operations Coordinator X4 at ADvTECH

Purpose of Position

• The role of the Academic Operations Coordinator is to coordinate, implement, provide support and generally oversee the events and initiatives to enhance and improve the overall student experience. To manage assigned programmes, Lecturers and Students through effective communication, liaison and service delivery.

Education (formal qualification requirements) – minimum

• Advanced Certificate / Diploma / Occupational Certificate Level 6 (NQF Level 6)

 Education (formal qualification requirements) – ideal

• Advanced Certificate / Diploma / Occupational Certificate Level 6 (NQF Level 6) in Business Administration

Training 

• MS Word, MS Excel and MS Access (or any database software)
• Systems training
• SharePoint
• Campus Administration Management System (CAMS)

Experience

• Administration and customer services experience 2-3 Year(s)

Position Description
Client Liaison & Communication 

• Consult with students / parents daily to resolve or assist with queries or requests
• Sustain relationships with external service providers
• Escalate queries / requests within the campus communication protocol and ensure effective information sharing / referral
• Prepare communication for notice boards and display in designated areas
• Inform students / lecturers of all academic planner or timetable changes
• Capture and update student notes on CAMS
• Process application for credits and extension of studies

Academic Admissions and Delivery           

• Implement academic programme updates
• Attend and assist in departmental meetings
• Assist and participate in student events on and off campus
• Process academic queries / requests to ensure timeous feedback, i.e., intercampus transfers, academic credits, subject re-writes, special assignment requests, results, academic material and timetable matters, etc.
• Ensure course entrance requirements are met
• Refers International Student Applications to designated person on campus
• Print and distribute lecturer information / material
• Review Assessment Timetable in conjunction with Academic Operations Officers.

Academic Administration

• Collates and verifies orders for education material (students and lecturers).
• Manages the administration of student files.
• Administers external institute programmes
• Manages deadlines for completion of data / spreadsheets for reports.
• Documents academic query / request processes and outcomes.
• Compiles graduation lists in conjunction with Academic Operations Officers.
• Assist campus management and National with graduation.
• Identifies resources required to run programmes and ensures these are sourced timeously.
• Reviews assessment timetables in conjunction with Academic Services Officer.
• Captures timetables, Lecturer and Program Managers (PM) information on ALIAS/ SAM and CAMS.
• Assist with student and lecturer’s orientation.
• Assists the manager in setting up the student / lecturer timetables.
• Assist with student letters for, but not limited to; renewal of Visa / study permits, plagiarism, phase out / pre-requisites and proof of registration.
• Assist students with extension of studies, internal and external credits, reweights, special and discounted exams, remark of exams/ tests and mishap exams
• Assist with student with, but not limited to; registration, open days, collection of assignments and filing, assisting with replacement tests and supplementary exams.
• Assist the team during all Internal and external audits

Compliance – policy implementation        

• Report deviations via academic query to the management.
• Give input on the annual policy review process.

Competencies

• Attention to detail
• Customer service orientated
• Ability to effectively cope with change
• Deadline orientated and can work well under pressure

Deadline:28th August,2025