Academic Operations Officer at ADvTECH

Job Purpose:

• The Academic Operations Officer is responsible for the administration related to results, graduation, student records, admission requirements, registration of students and assessment management, all the while adhering to the IIE Policies related to all the various operational functions and requirements. The Academic Operations Officer is the custodian of the Student Information System (SIS) and is responsible for any issues related to student experience and ensuring that the full student life cycle is managed in terms of systems data as well as hard copy documentation.

Duties & Responsibilities:

Student Registration and Admissions           

• Planning and oversight of the Registration Process.
• Ensure that online registration is complete and correct and all relevant sections are signed.
• Resolve all registration queries for all Online Students.
• Create and maintain student records both digitally and hard copy.
• Ensure all relevant supporting documents are uploaded on the Student Information System (SIS).
• Ensure all documents are uploaded on SIS.
• Maintain and control a proper filing/archiving system.
• Admissions approval of all students.
• Ensure student is registered and enrolled correctly.
• Responsible to ensure compliancy with the relevant IIE Policies in terms of admission criteria.
• Adheres to (IIE) Policies and Processes
• Processing all documentation.
• Liaise with appropriate stakeholders on all Admission Queries, i.e.
• Contract Cancellations, De-Registrations, Course Changes, Refund Applications.
• Credit or billing related queries; fee credits, cancellations, registrations, bursaries, sponsorship of students and students transferring.
• Processing all changes in terms of the course.
• Responsible for student Inter-campus transfers and all other transfers.
• Process all in-coming and out-going transfers including academic records and -working closely with the relevant staff at the other campuses.

Assessment Process

• Online assessment platform management (OAP)
• Verifying the correctness of received assessment timetables.
• Allocation of venues for summative assessments.
• Ensuring that Invigilators are trained and allocated to assessment venues.
• Keeping assessment Log Sheets up to date and ensuring that lecturers return marked scripts and completed Mark Sheets.
• Verifying that Mark Sheets correspond with marks on assessment books / Grade Roster report from LMS System.
• Manage assessment timelines (marking and release timelines).
• Managing the process for capturing and verification of marks.
• Managing the moderation process both internal and external.
• Resolve all assessment related queries within agreed timeframes.
• Manage all assessment communication.
• Distribution of Memorandum’s according to policy.

IIE RC Assist

• Liaise with appropriate stakeholders on all Admission Queries, i.e.
• Contract Cancellations, De-Registrations, Course Changes, Refund Applications.
• Credit or billing-related queries; fee credits, cancellations, registrations, bursaries, sponsorship of students and students transferring.
• Processing all changes in terms of the course -
• Responsible for student Inter-campus transfers and all other transfers.
• Process all incoming and outgoing transfers including academic records and -work closely with the relevant staff at the other campuses.

Administration

• Liaise with appropriate stakeholders on all Admission Queries, i.e.
• Contract Cancellations, De-Registrations, Course Changes, Refund Applications.
• Credit or billing-related queries; fee credits, cancellations, registrations, bursaries, sponsorship of students and students transferring.
• Processing all changes in terms of the course -
• Responsible for student Inter-campus transfers and all other transfers.
• Process all in-coming and out-going transfers including academic records and -working closely with the relevant staff at the other campuses.

Certification

• Liaise with appropriate stakeholders on all Admission Queries, i.e.
• Contract Cancellations, De-Registrations, Course Changes, Refund Applications.
• Credit or billing related queries; fee credits, cancellations, registrations, bursaries, sponsorship of students and students transferring.
• Processing all changes in terms of the course -
• Responsible for student Inter-campus transfers and all other transfers.
• Process all in-coming and out-going transfers including academic records and -working closely with the relevant staff at the other campuses.

Minimum Requirements:

Qualifications

• Advanced Certificate / Diploma / Occupational Certificate Level 6 (NQF Level 6) in Secretarial / Administration – Minimum
• Degree/Diploma (NQF Level 7) qualification in Administration or related field – Ideal

Experience

• Administration Experience (3 – 5 Years)
• First-Level Management experience (1 Year)
• Online Assessment Platform Experience (1-2 years)

Key Competencies

• Ability to manage time effectively.
• Attention to detail.
• Customer service orientated.
• Ability to effectively cope with change.
• Deadline-orientated and can work well under pressure.
• Be able to work in a team environment. 
• Effective communication skills