Admissions Officer at ADvTECH

Duties and Responsibilities:

Student Application & Admission Administration

• Collaborates with the campus student retention team to generate student admissions related queries.
• Follows up with the campus retention team for missing student information in order to finalise all student admissions related queries.
• Evaluates retention student admissions against the set admission criteria and communicates the appropriate outcomes.
• Liaises with the campus student retention team during the admission evaluation process and assessment.
• Escalates admission queries to the Senior Admission Officer and Office of the Registrar.
• Liaises with the campus Head Academic Operations on the management of declined admissions and expired offers
• Documents management and issuance of appropriate admission letters.
• Checks the accuracy of student registration information on an ongoing basis.
• 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 to the Senior Admission Officer and 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 Senior Admission Officer to ensure admission compliance for the campus.
• Works with the Academic Operations Manager on national admission projects.

Student Registration Administration

• 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.
• Follows up on all outstanding documentation and uploads once received.
• Determines eligibility and captures academic credits.
• 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).
• 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)
• Tracks and monitors conditional admissions throughout the year such as one module outstanding / Universities South Africa (USAF) / South African Qualifications Authority (SAQA) / combined.
• 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.

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.
• Prepares Short Learning Programme (SLP) and Corporate offer certificates.
• Checks the graduation programme for sign off.
• Ensures that graduation timelines are met.
• Facilitates qualification certificate re-prints.

Ticket Management

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

Reports & Other

• 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 the Admission Centre
• Performs other ad hoc administrative and/or reporting duties as and when required

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 Requirements:

• 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).