Results Administrator/Academic Operations Administrator at IIE MSA and IIE Varsity College

Duties and Responsibilities:

Credit Accumulation

• Assists with the capturing of students automatic credits on the academic system.
• Ensures that all data entries for the summative assessment calculation have been complied with.
• Ensures that the summative assessment outcome is correct and thereafter is responsible for the release of these results on the student portal.

Pre-assessment Process

• Maps students and lecturers to their appropriate class groups post-registration.
• Maps students to the assessment events, open assessments for mark entry, and also sets the assessment events to pending to ensure the smooth running of the detainment job.
• Verifying each others work when it comes to mapping and allocation lecturer's

Formative and summative assessment mark release

• Downloads grade books from VegaLearn (or Learning Management System) and cross-checks the accuracy of marks captured by the lecturer in the grade book and rubric for full-time on-campus students' online submissions and on-campus submissions and assessments as per the IIE009 Assessment Strategy and Policy.
• Captures assessment results on behalf of the lecturer where required- cannot capture and verify results as per new policy however between the RA's they either capture and verify each other work.
• Captures all exception results for formative and summative assessments in line with the IIE009 Assessment Strategy and Policy.
• Verifies that all Integrated Curriculum Engagement (ICE) results are accurately captured by the lecturer in the SIS.
• Proactively applies early detection mechanisms to ensure that student queries relating to results discrepancies are minimal during peak assessment time.
• Ensures that all results entries (formative and ICE) captured for the Cumulative Assessment (CASS) calculation have been complied with.Ensures that the cumulative assessment determination results also includes ICE (Integrated Curriculum Engagement) assessment results.
• Updates the marks release tracking grid accurately and timeously.
• Tracks students who have achieved less than 50% and updates on the relevant tracking document (student tracker) within the agreed-upon timelines.
• Flag modules with high numbers of students scoring less than 50% relative to the class size. 
• Escalate modules with a high percentage of marks below 50% and non-submissions to the Operations Co-Navigator and Academic Co-Navigator

Post Assessment Mark Release

• Ensures that results are captured accurately against the script and that results are released timeously as per the assessment schedule.
• Ensures that results capturing is up-to-date and released timeously on the system for students to view their results.

Internal and external moderation

• Assists in the Internal and External Moderation process by selecting samples and scanning these sharing these accurately and timeously in line with the IIE009 Assessment Strategy and Policy.
• Updates and fills out the internal and external moderation grids accurately and timeously.
• Ensures that moderation tracking sheets are filled out accurately timeously.

Student File Administration

• Ensure that all student files and records are up to date on the Student Information System and maintain these as per the policy stipulations
• Ensuring that all relevant admission documentation is received and filed timeously and captured accurately, maintaining and updating these records in the Student iInformation System as needed.
• Regularly track outstanding admission documentation for all registered students and provides feedback to the Student Records Coordinator regarding students with conditions post-registration (e.g. outstanding modules, outstanding documentation, VISAs etc.)- add towards goal for the next 6 months
• Maintain file security and keep an accurate register of file usage (teams channels/folder to keep the records for the security of file usage )

General Administration

• Ensure that notice boards are kept tidy and up to date - Need to assist were needed as student experience has been updating notices.
• Printing of Semester 1 and Semester 2 Timetables and placing these outside each venue.
• Setting up of venues during assessments under test/exam conditions in line with the IIE009 Assessment Strategy and Policy procedures. This takes place when tests and exams are done on campus per semester
• Printing of seating plan registers that are to be placed outside the venue during test/exams cycles, per semester.
• Printing Assessment log sheets required for test/exam sessions that are to be included with the invigilator pack.
• Photocopy replacement/supplementary & practical assessments in line with assessment policy & procedure (includes printing of seating plan registers, Assessment log sheets/Invigilator reports) this is inclusive of all supplementary, discontinuation, and special examinations and assessments. Beginning of the year
• Invigilate Tests and Exams (only when needed).
• Monthly Department Meeting minutes are required and the minute-taking will be rotated between RA
• Assist Academic Operations Navigator with general admin during peak periods (prepare for Open Days' Campus functions: Registration/Parents Evenings/Portfolio Night and Graduation.
• Graduation Cycle - Follow up and track outstanding documents/ uploading of relevant documents on SIS- this process is done after the first semester but it is also ongoing and therefore the RA will need to do graduate certificate checks for spelling errors, and proper qualification naming conventions.
• Assisting with Graduation Prep (GR008 to be used at Graduation day & assisting on graduation day)
• Gather information for reports on request From the National Office
• Manage of Metrofile and storage of files to be archived off-site.
• Relieve Receptionist during lunch breaks or when needed

Team support and general

• Collaborates with all departments on campus to facilitate optimal performance within departments and to ensure a high-quality student experience.
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the release of student results.

Competencies Required:

• Attention to detail
• Organised
• Computer Literate
• People skills

Minimum Educational Requirements:

• Grade 12
• Higher Certificate/ Diploma in Office Administration

Minimum Work Experience Requirements:

• 1-2 years Administration or Academic Assistant Experience (preferably in an academic environment).
• Knowledge of academic compliance, functions/activities within Higher Education environment