Academic Operations Officer at ADvTECH

Job Purpose:

• The Academic Operations Officer is accountable for the smooth functioning of the academic programs within the institute and involves a range of responsibilities related to the administration and logistical aspects of academic operations, inclusive of:  Registration, Class scheduling, Recordkeeping, Student Support, Assessment and Graduation.

Education (Formal Qualification Required)

Minimum

• NQF Level 7 Qualification in Business Administration / Logistics /Business / Administration or related

Required

• Administration experience: 3 - 5 Years

Advantageous

• Administration experience in an Educational Institution :1 Year

Position Description
Student Registration and Admissions

• Plan and oversee of the Registration Process
• Ensure that contracts are complete and correct and all relevant sections signed
• Resolve all registration queries for fulltime and part time students
• Create and maintain all student files including part time
• Capture and register students on SAM
• Confirm that students meet the minimum requirements and are compliant to IIE Policies
• Manage international student applications from application to registration, e.g. study permits and South African Qualifications Authority (SAQA) certificates
• Liaise with National on all admission queries
• Complete contract Cancellations; De-Registrations; Course Changes; Refund Applications
• Liaise with the finance staff with the respect to all documentation in support of fee credits, cancellations, de-registrations, bursaries, sponsors of students account and transferring students
• Responsible for student Inter-campus transfers and all other transfers
• Process all in-coming and out-going transfers including academic records and finance credits, working closely with the relevant staff at the other campuses
• Contracts and student online registration documentation is accurate and captured on the system
• Students admitted meet admission requirements

 Module Registration

• Responsible for up-to-date, accurate maintenance and capturing of student data on the system
• Process all change of details and change of subject/modules’ forms and associated confirmation letters
• Review report of all admitted students and conduct an admissions audit to check that all requirements are met, modules are registered, and lecturers are assigned and grouped correctly
• Registration report is reviewed and audited daily

Timetabling

• Assist with the timetabling of classes
• Capture timetables on CAMS and maintain the related timetable and lecturer information on CAMS
• Timetable is created and up to date at the start of the semester
• Changes are made timeously and distributed

Administration

• Allocate students to respective programme groups
• Oversee the capturing of all student attendance records onto the system
• Oversee the checking of stock reports of all course material distributed to students
• Interrogate the assessment timetable to ensure that all students are accommodated
• Allocate suitable venues for all assessment sittings and inform the Information Technology (IT) department where applicable
• Recruit suitable invigilators for all assessment cycles
• Coordinate invigilator training by preparing training packs and selecting trainers
• Allocate invigilators to assessment sittings
• Prepare all assessment documentation for all assessment sittings (invigilator reports, attendance registers and mark sheets)
• Verify all student marks
• Distribute assignment due dates to student and lecturer body
• Compile student letters for, but not limited to: renewal of visa / study permits for international students, plagiarism, phaseout / pre-requisites and proof of registration
• Support students with, but not limited to: registration, open days, collection of assignments and filing, assisting with replacement tests and supplementary exams
• Support the team with all internal and external audits
• Assist students with extension of studies, internal and external credits, reweights, special and discounted exams, remarks of exams / tests and mishap exams
• Compile the FAN report, student portal announcements and notices
• Assist students with Turn-it in
• Undertake moderation
• Responsible for checking student notes on CAMS and liaising with Academic Operations Coordinators Support campus management and National with Graduation and student and lecturers’ orientation
• Students are correctly allocated to required groups
• Invigilators are available for assessments
• Invigilator training is completed

Certification/ Graduation

• Implement the moderation process as per the assessment policy
• Check that all criteria are met before requesting certificates
• Request certificates for all short learning programmes and any other from national office
• Adhere to certification timelines
• Deal with any student queries and issues relating to graduation
• All details relating to the student is accurate and the list of students is complete

Deadline:4th July,2025