Job Vacancies at IIE MSA and IIE Varsity College

Duties and Responsibilities:

Credit Accumulation

• Oversees 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.

Post Assessment Mark Collation

• Co-ordinates the marking process with lecturers and ensures these marking deadlines are adhered to and managed according to the timeline.
• Co-ordinates the marking deadlines with the relevant Programme Manager to ensure there are no delays in the process.
• Ensures that result capture sheets are emailed to lecturers timeously for electronic completion.
• Oversees the results / imports result capture sheets into the academic system.
• Completes regular audits on all activity logs relating to the marking process and ensures that all scripts are accounted for at any given point in time.
• Ensures that all Integrated Curriculum Engagement (ICE) results are captured by the lecturer outside the system.
• Facilitates the process of Individual Integrated Curriculum Engagement (ICE) task marking by managing the milestone dates with lecturers.
• Proactively applies early detection mechanisms to ensure that student queries relating to results discrepancies are minimal during peak assessment time.
• Verifies scripts received against the marks captured on the mark sheet for the Online Centre and submits the mark sheet to the Online Centre for processing on the academic system thereafter

Cumulative Assessment Mark Release (Formative)

• Verifies all formative assessment results.
• Compiles the Question by Question analysis when required.
• Ensures that all results entries captured for the Cumulative Assessment (CASS) calculation have been complied with.
• Ensures that the cumulative assessment determination results also include ICE (Integrated Curriculum Engagement) assessment results.

Internal Moderation

• Supports the campus Academic department in accessing scripts required for the internal moderation and decentralised marking process, as well as for the marking centre.
• Oversees the selecting and scanning of scripts for moderation and completing the activity logs pertaining to the steps involved in results processing, moderation and storage of an assessment.
• Liaises with the relevant Programme Manager responsible for deciding which scripts are moderated, and once confirmed, prepares all documents required for the moderation process to take place.
• Updates the Internal Moderation Tracking Grid accurately and timeously

External Moderation

• Assists with scanning the necessary scripts and uploading them on to the moderation tracking system and assigning this to the relevant Central Academic Team (CAT) member.
• Completes the Moderation Control Sheet (MCS) to be included with every set of External moderation.
• Ensures that the Moderation Control Sheet (MCS) and scripts/ Portfolios of Evidence (POE's) are attached and assigned to the relevant Central Academic Team (CAT) member and the Head of Programme (HOP) outcome is actioned correctly as per the release instruction on the MCS at campus level.
• Updates the External Moderation Tracking Grid accurately and timeously.

Post Assessment Mark Verification and Mark Release

• Verifies results that are captured against the script to ensure accuracy.
• Ensures that results capturing is up-to-date and released timeously on the system for students to view their results.
• Notifies students with overdue accounts of supplementary entry requirements where applicable.

Script Viewing and Remarks

• Identifies and co-ordinates script viewing requests made on The Student Hub report and informs the Academic department to arrange a viewing appointment with the student.
• Identifies and co-ordinates remark requests made on The Student Hub and checks that payment has been made in respect of the request and co-ordinates the remark with an appropriate marker thereafter.
• Follows up on the remark process to ensure that it happens within the allotted time.
• Ensures that the correct outcome is applied once the remark has been completed and returned to the Results Centre as per policy.
• Flags any marking discrepancies or concerns with regards to moderation and remarks with the relevant Academic staff member.
• Oversees archiving of scripts and Portfolios of Evidence (POE's) for on and off site storage in line with the policy.

Team Support & General

• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
• Collaborates with all departments on campus to facilitate optimal performance within the Results Centre and to ensure a high quality student experience.
• Facilitates training for any new Results Centre staff.
• Arranges/facilitates regular team group sessions with discussions centring on the challenges experienced with existing processes and the proposed improvements needed to address these challenges.
• Provides regular feedback to the Head: Academic Operations / Deputy Head: Academic Operations in terms of the functioning/performance of the Results Centre.
• Provides support to the team via performance management and management of leave.
• Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Results Centre.

Competencies required:

• Advanced Interpersonal and Communications skills
• Computer and System Proficiency
• Planning & Time Management skills
• Leadership skills
• Results Driven and able to handle pressure
• Highly Ethical
• Systematic with an Eye for Detail
• Advanced Administrative and Organisational skills

Minimum Qualification Requirements:

• Minimum of a Higher Certificate (NQF level 5), National Diploma (NQF level 6) or above advantageous.

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience and 2 years leadership/supervisory experience for external candidates.

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Duties and Responsibilities:

Student Application and Admissions 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.
• 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) 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 one module outstanding / 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.

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 Education 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).

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Duties and Responsibilities:

Presentation Target

• Deliver engaging presentations at targeted schools, showcasing the benefits of our institution.
• The ability to deliver a great presentation to potential students is crucial.
• Distribute marketing materials and interact with students to generate interest and enquiries.
• Represent our brand at career expos and other stakeholder events.
• Achieve monthly presentation targets as per school priorities.

Database Collection

• Meet monthly targets for collecting school databases to expand our reach.

Interview Target

• Make proactive calls to prospective students, scheduling interviews to meet daily and weekly targets.
• Follow up on online applications, ensuring proof of payments and scheduling appointments.
• Provide prompt responses to online and telephonic enquiries.
• Conduct interviews following an established script, building rapport with students and parents.
• Achieve individual targets for weekly, monthly and annual interviews.

Application Target

• Assist students with the online application process during interviews, securing applications on the spot.
• Follow up with unpaid online applications and ensuring payment is completed.
• Conduct regular calling campaigns to convert interviews into applications.
• Drive application acceptance and pre-registration fee payment.
• Achieve individual targets for weekly, monthly and annual applications.

Registration Target

• Support the campus by converting applications to registrations to achieve the annual campus registration target.

Administration and Reporting

• Maintain accurate daily reports, including call reports and interview booking trackers and the CRM system.
• Ensure interview forms are completed correctly and applications have valid supporting documentation.
• Update relevant systems and reports as required by the Head: Student Recruitment.

Competencies Required:

• Strong interpersonal and communication skills to effectively engage with students, parents and stakeholders.
• The ability to deliver a compelling presentation at schools is crucial.
• Friendly, tenacious, and target-driven mindset with exceptional organisational abilities.
• Excellent time management skills to handle multiple tasks and work under pressure.

Minimum Requirements:

• National Diploma (NQF6) with 3 years sales experience (preferred) OR,
• Alternatively, minimum of National Senior Certificate (or equivalent) with 5 years sales experience.