Student Life Administrator at African Leadership Academy

POSITION OVERVIEW:

• The Student Life Administrator works in the Office of the Dean to advance the Residential and Student Life operational priorities and initiatives. This is an ideal position for a detail- oriented Administrator who can alternate between being flexible and creative in designing processes and being routine-oriented and comfortable with enforcing compliance to key processes in data capturing and implementing key activities.
• The Student Life Administrator is responsible for designing, planning, implementing, and documenting processes, activities, and exercises to roll out in a fast-paced learning environment, in collaboration with the Director of Pastoral Care.

KEY RESPONSIBILITIES:

Student Travel and Logistics

• Responsible for liaising directly with ALA's travel agency to coordinate and oversee all travel bookings for students. This includes booking requisitions on Sage for both ground and air travel.
• Support with being a bridge between Student Life administration and Faculty on matters pertaining to students’ day on campus, and plans to exit and get necessary documentation in place, including Faculty on
• Duty and the Residential team
• Managing student- initiated exits and planning for off-campus trips by liaising with support teams and other stakeholders to logistically prepare for each trip and processes around facilitating safe travel,
• compliance and return
• Lead logistics and plans for student-facing activities and arrangements enabling a positive student experience (on and off campus) and stay in South Africa
• Coordinate the distribution of key on and off-campus information and resources apt for students who stay in a full-time boarding environment
• Compiling and archiving student holiday travel details and liaising with the ground transportation team to finalise airport and station transfers to and from campus during holiday seasons for consumption by the ALA community
• Capture, maintain, and update student life and support data and information while keeping relevant consultation with internal and external stakeholders
• Prepare and be the principal liaison for off-campus trips and travel logistics
• Managing and coordinating travel arrangements, flight bookings, etc. for students
• Manage the Student Chaperone program towards maintaining safety and aligning them to the culture and standards of this place

Student Support and Stakeholder Management

• Support the learning culture of the two-year diploma program by engaging meaningfully with student groups and leaders
• Running orientation and termly refresher sessions around key student life information
• Ability to complete cash reconciliation statements relating to students’ cash transactions, etc.
• Following up with the Finance and Procurement Departments on any student-facing, vendor, or other stakeholder payments
• Establishing, testing, and improving uniform distribution, residential store, travel, and student banking protocols
• Supporting the running of student life events by liaising with faculty and student groups in scheduling,
• making payments and connecting groups to external vendors and stakeholders while communicating key information regarding student activities to residential faculty and other stakeholders
• Using various communication channels, including but not limited to the studentlife@email address, towards effective, timely communication with stakeholders and campus information boards by displaying & distributing relevant information for campus community consumption

Office Management and Special Projects

• Design, implement, and review projects and processes that allow for students, faculty, parents, and other stakeholders to be up to date with the expectations of ALA student life
• Supporting the Director of Pastoral Care in key deliverables pertaining to Student Life management and administration
• Establishing, testing, and improving student information, records, and processes for general student life management

MINIMUM REQUIREMENTS AND SELECTION CRITERIA

Required Education and Experience: 

• At least a Diploma/Higher Certificate in administration
• 2 - 4 years’ experience in student services, operations, or residential life (preferred)
• Experience working with students in the 16 - 20 age range.
• Experience in project coordination, logistics, or operations management

COMPETENCIES:

Technical 

• Excellent usage of Sage, Microsoft Excel, and Word 
• Ability to manage multiple systems and priorities simultaneously
• Proficiency in digital tools and tracking systems

Generic

• Strong organizational, time management, and administrative skills.
• Excellent written and verbal communication skills.
• Good computer skills and an ability to learn new computer programs easily.
• Excellent one-on-one problem-solving and collaborating skills.
• Project Management skills
• Ability to prioritise and work independently.
• Logical and rational decision-making approach
• High attention to detail and accountability
• Proactive approach and demonstrates initiative
• Able to work independently

Attibutes

• High levels of integrity and confidentiality, and emotional maturity.
• Good Interpersonal skills and the ability to interact with stakeholders and staff at all levels, together with the ability to resolve conflict
• Resilient and possess the ability to defuse confrontation situations
• Capacity to remain calm and work under pressure of deadlines
• Patience, diplomacy, empathy, and flexibility when dealing with a range of situations and people
• Self-confidence and a willingness to accept responsibility and, where required, take initiative
• Ability and willingness to build a positive relationship with all stakeholders
• Committed and enthusiastic