Administration Assistant - Cape Town at ADvTECH

OVERALL PURPOSE OF THIS JOB:

• The role provides comprehensive administrative support to academic operations across campuses, ensuring compliance with accrediting bodies and partners. It coordinates learner processing, programme delivery, and quality assurance activities in alignment with institutional policies and timelines. The position supports audits, registration, certification, and student experience initiatives, contributing to the smooth functioning of academic services. Collaboration with internal teams and external stakeholders is key to maintaining operational excellence and enhancing academic outcomes.

KEY RESULT AREAS:

Implementation and coordination of academic operations administrative support

• Responsible for the day-to-day administrative support of the campus and national academic department across campuses and programmes
• Collaborates with other members of the academic and operations team, campuses and other departments where applicable, to prepare for, and meet the requirements of the internal academic audit, external audits and verification activities, campus PULSE and accrediting body quality assurance processes.
• Works with accreditation bodies and partners in the implementation of policy and procedure to ensure learner registration and processing with the support of the academic operations team management.
• Works closely with the Academic Operations team leadership in implementing action plans for improving or providing a holistic/measured/well-rounded and considered approach to issues and challenges that exist for campuses in the processing of learners and delivery of programmes in line with the accreditation body and partner requirements.
• Assists with the compilation of statistical data where required.
• Supports the quality assurance and graduation process.
• Processing of students, student progress, credits, results, and certification with CATHSSETA and QCTO in line with the accrediting body requirements
• Responsible for the coordination of C&G campus named registration and result capturing process and quality assurance in line with the center requirements, policy and procedure.
• The execution of C&G examination registration and the conducting of relevant checks linked thereto inline with company policy / procedure and center requirements.

Builds and Maintains Campus Relationships through the coordination of learner processing and campus support for the CCS

• Captures student notes in the academic system as and when required.
•  Provides academic and administrative support during the campus registration period.
• Liaises with accrediting bodies to ensure compliance and resolve issues.
• Report on the accreditation body processing, certification, performance of programmes and statistics and issues / resolve on a monthly basis.
• Provides support and guidance to the campuses in order to resolve issues that may arise within scope of responsibility.
• Coordinates the campus academic materials distribution and stock take process.
• Collaborates as part of the National Office Academic Operations team to review all academic operational requirements in line with accrediting body and partner requirements.
• Liaises with and discusses delivery requirements and timing with CAT where applicable, accrediting bodies and partners and internal support teams to ensure consistency across campuses.
• Processes the academic department quotes and invoices alongside tracking the remittance of invoices with the finance department.
• Implements the academic operational timeline in line with the operational strategy and accrediting body and partner requirements.
• Assists with the resolve of operational and/or accrediting body queries escalated/raised.
• Adheres to the various operational timelines to achieve project requirements.
• Assists with the compilation of academic operational documentation to support the provision of a high quality academic student experience through campus administrative requirements.

Contributing to our industry specialization in the administration and accrediting body processing

• Provides specialist operational administrative support to the campuses and academic operations management team.
• Responsible for the day-to-day administrative management of accrediting bodies and partners requirements.
• Supports the campus and Lecturing teams in accrediting body and partner processing requirements and compliance.
• Addressing or directing their queries timeously and accurately.

Operational Documentation Coordination for Product Development and Growth

• Provides operational administrative support where required on new programme development through the gathering of required documentation or data from the relevant stakeholders and consolidating for submission.

Student Query and Experience Support

• Supports the academic operations team with the driving of Student Evaluation of Teaching requirements.
• Drives the resolve of queries logged on Assist within the maximum SLA period and the resolve of student queries escalated.
• Contributes to student services and programmes in collaboration with the relevant site teams and portfolio managers to support a positive student experience.
• Assists in driving and monitoring the retention strategy with the campus teams - per intake.

QUALIFICATION REQUIREMENTS:

• Minimum: Grade 12
• Diploma/ Degree in Communication/ Administration

EXPERIENCE REQUIREMENTS: 

• Minimum 1 year administrative experience
• MS Office (Full package, including MS Outlook)

SKILLS REQUIREMENTS:

• Excellent communication and interpersonal skills
• Ability to work independently and with a team
• High Willingness to learn.
• Highly organized with excellent time management skills
• Proficient in Microsoft Office and applicant tracking systems
• Organizing Skills
• Analytical Skills