Admissions Officer at ADvTECH

Duties and Responsibilities:

Student Application & Admission Administration

• Collaborates with the campus Student Recruitment and retention team to generate student admissions related queries.
• Follows up with the Student Recruitment and retention team for missing student information in order to finalise all student admissions related queries.
• Evaluates new and retention student admissions against the set admission criteria and communicates the appropriate outcomes.
• Liaises with the campus Student Recruitment and retention team during the admission evaluation process and assessment.
• Escalates admission queries to the Admissions Manager and Office of the Registrar.
• Liaises with the campus Student Recruitment team on the management of admission waitlists.
• Liaises with the campus Head Academic Operations on the management of declined admissions and expired offers
• Liaises with the campus Student Recruitment team on the management of declined admissions and expired offers and the issuing of new offers of study.
• Documents management and issuance of appropriate admission letters.
• Determines conditions associated with student admission and follows up on them thereafter.
• Determines the eligibility of the admittees onto academic programmes.
• Tracks student admissions through to registration.
• Reports on admission progress of new students to the Head: Student Recruitment & Sales Operations Manager (Distance & Admissions) and progress of retention students to the Head: Academic Operations
• Adheres to established service level agreements of the admissions process set by the organisation.
• Works with the Finance department on finance related issues of admission.
• Works with the Admissions Manager & Sales Operations Manager (Distance & Admissions) to ensure admission compliance for the campus.
• Works with the Admissions Manager and Academic Operations Manager on national admission projects.

Student Registration Administration

• Applies necessary holds on student accounts based on outstanding documentation or conditional admissions.
• Checks pre-requisites for 1st to 2nd semester.
• Verifies registrations against the admission criteria.
• Checks the accuracy of student registration information on an ongoing basis.
• Manages the de-registration and transfer process, and thereafter sends to the Finance department for processing.
• Determines eligibility and captures academic credits.
• Manages the new student transfer process in conjunction with Head: Student Recruitment, Marketing Assistants and other relevant stakeholder, and thereafter sends to the finance department for processing (from admission to registration).
• Processes new student SLP & NQP registrations as required by Head: Student Recruitment
• Assists with the external credit application process for new students once application has been submitted - supports student with application to the Hub and responsible for follow up until outcome is received by student
• Determines maximum completion time and credit load of such registrations.
• Maintains student records for a period of two years before archiving the files in line with the data retention regulations of the Protection of Personal Information Act (PoPIA).
• Checks the National Senior Certificate (NSC) exception reports on a weekly basis.
• Follows up on all outstanding documentation and uploads once received.
• Ensures compliance of international students from a document perspective.
• Adheres to the International Student Policy/Procedure and updates reports regularly.
• Re-audits all registration files in line with the stipulated deadline for the Data Verification Report.
• Re-audits all registration files by the audit date stipulated by the Registrar, this would include the following; the South African Qualifications Authority SAQA / Universities South Africa (USAF) qualifications, study visas and all conditional acceptance - including remarks, international Students and all outstanding documentation.
• Tracks and monitors conditional admissions throughout the year such as Universities South Africa (USAF) / South African Qualifications Authority (SAQA) / combined National Senior Certificate (NSC ) / study visas and all other ad hoc conditional admissions.
• Adheres to the established service level agreements of the registration process set by the organisation.
• Drafts letters for current students such as; Proof of Registration letters, Travel letters, Medical Aid letters, Universities South Africa (USAF) letters, SAQA letters and Study Permit letters for Returning students.
• Allocates student grouping in line with campus scheduling requirements (campus specific)

Reports and Other

• Responsible for training all new student recruitment staff and continuous upskilling of sales team as changes to admission criteria/processes occur.
• Facilitates continuous communication with the Assistant Registrar in relation to resolving the Registrar related queries.
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to new student admissions.
• Performs other ad hoc administrative and/or reporting duties as and when required.

Graduation

• Determines eligibility of the graduation cohort including late graduation.
• Identifies and advises of any students who are graduating outside of their graduation year (exception graduates).
• Verifies student information for prospective graduates.
• Checks the graduation programme for sign off.
• Ensures that graduation timelines are met.
• Facilitates qualification certificate re-prints.

Student Query Management

• Processes assigned admission, graduation & registration tickets received face-to-face or via Assist

Competencies Required:

• Superior interpersonal and communications skills        
• Computer proficiency                                                                                                
• Planning skills                                                                                                
• Time management skills                                                                                                       
• Deadline and results driven                                                                                                   
• Best suited to a friendly, organised and systematic person who has an eye for detail and who works accurately and is able to handle pressure 

Minimum Qualification Requirement             

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) advantageous.

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience (ideally with admissions experience).

Deadline:27th July,2025