Coordinator Assessment & Certifications X8 at ADvTECH

Overall Job Purpose: 

• Co-ordinates all the graduation and certification processes and provides support to all administrators, ensuring accuracy and compliance with institutional policies, regulatory requirements and delivery of excellent student services.

Duties and Responsibilities:

Graduation Co-ordination

• Coordinate all graduation processes and provide support to all stakeholders, this includes but is not limited to being responsible for the following tasks:
• Collect and check proposed graduation dates of the institution for feasibility and that there are no clashes with public holidays/religious days, before submitting these to the last Senate meeting of the year for approval. Provide updates at the 1st Senate of the year if required. Communicate changes to internal and external teams/partners as required.
• Compile graduation timelines and How to Guides for and distribute to the relevant internal and external teams/ partners as required.
• Identify any changes required on the Graduation Protocol document and send to the Registrar for review and sign off. Upload Graduation Protocol on sharepoint/ relevant spaces.
• Assists and train the relevant teams on the graduation processes as required. Provide support, quality check their work and report to the Manager Student Administration accordingly.
• Review and verify unusual admission documentation flagged by the stakeholders(SA and foreign) and escalate/consult with the Admissions Manager as required.
• Graduate students accurately and timeously with complete and accurate checks of graduation and admissions records, including qualification completion core disciplines, specialisations, LOLT, LOCC, ICT competencies, students names, qualification names, endorsements, date of signature etc. Activate holds where required and issue completion letters on the student’s portal.
• Graduate students accurately and timeously with complete and accurate checks of graduation and admissions records, including qualification completion core disciplines, specialisations, LOLT, LOCC, ICT competencies, students names, qualification names, endorsements, date of signature etc. Activate holds where required and issue completion letters on the student’s portal.
• Log Academic Transcript, system and report issues with AIT and track accordingly.
• Manage the printer agreement and track deadlines – ensure accurate certificate templates, and keep accurate record of invoices and payments and reconcile at the end of the project.
• Resolve graduation queries timeously.
• Process requests for reprints of certificates timeously, with accurate record keeping thereof.
• Extract graduation reports, check for completeness, resolve any gaps/ errors and send to the Registrar for sign off.
• Ensure that graduates are issued with the relevant graduation documents on their portal, i.e. completion letters, online certificate, Academic Transcript Curriculum statement and Academic Transcript.
• Report progress on verification and graduation process to the Registrar on a weekly basis.
• Load graduation reports onto the secure printer’s system, check proof and submit for printing.
• Keep complete and accurate graduation records for audit purposes. Provide responses to any graduation audit queries.
• Provide graduation statistics as required, e.g. Senate, MANCO, ADvTECH Board.
• Prepare and submit accurate and complete graduation records to external certification agencies.
• Provide the provider of academic apparel with relevant graduation reports/ statistics for graduation ceremony purposes
• Co-ordinate the completion and sign off the graduation ceremony programmes.
• Compile a graduation close-out report and also highlight any amendments required in the Graduation and Certification Policy, Procedures, Protocols, certificate templates, graduation agreements or graduation reports for enhancement in the following cycle.
• Participate in grad systems and process training as organised by AIT.

Graduation/ admissions audits and tracking

• Collaborate and work closely with the Admissions Manager and their team in auditing admissions documents which is the start of the graduation process in the year prior.
• Work closely with the admissions team and ensure that graduation conformation and Academic Transcripts are provided for students with USAf Degree Conditional exemptions.
• Communicates conditions met, with supporting documentation to HESA.

Special Projects and Certification

• Print in-house certificates as required, e.g. Dr Charles Freysen awards, T&L Colloquium, Research awards, etc.
• Participate in the preparation for the request for proposals process for printers, graduation apparel, etc.

Minimum Educational Requirement:

• Bachelor’s Degree (NQF Level 7)

Minimum Work Requirement:

• 3 years academic administrative experience in the division of the Registrar or governance (corporate, education or legal sector.

Deadline:14th July,2025