ACADEMIC OPERATIONS OFFICER
- Pretoria, Gauteng
- Permanent
- Full-time
- NQF Level 7 Qualification in Business Administration / Logistics /Business / Administration or related
- Administration experience: 3 - 5 Years
- Administration experience in an Educational Institution :1 Year
- Plan and oversee of the Registration Process
- Ensure that contracts are complete and correct and all relevant sections signed
- Resolve all registration queries for fulltime and part time students
- Create and maintain all student files including part time
- Capture and register students on SAM
- Confirm that students meet the minimum requirements and are compliant to IIE Policies
- Manage international student applications from application to registration, e.g. study permits and South African Qualifications Authority (SAQA) certificates
- Liaise with National on all admission queries
- Complete contract Cancellations; De-Registrations; Course Changes; Refund Applications
- Liaise with the finance staff with the respect to all documentation in support of fee credits, cancellations, de-registrations, bursaries, sponsors of students account and transferring students
- Responsible for student Inter-campus transfers and all other transfers
- Process all in-coming and out-going transfers including academic records and finance credits, working closely with the relevant staff at the other campuses
- Contracts and student online registration documentation is accurate and captured on the system
- Students admitted meet admission requirements
- Responsible for up-to-date, accurate maintenance and capturing of student data on the system
- Process all change of details and change of subject/modules' forms and associated confirmation letters
- Review report of all admitted students and conduct an admissions audit to check that all requirements are met, modules are registered, and lecturers are assigned and grouped correctly
- Registration report is reviewed and audited daily
- Assist with the timetabling of classes
- Capture timetables on CAMS and maintain the related timetable and lecturer information on CAMS
- Timetable is created and up to date at the start of the semester
- Changes are made timeously and distributed
- Allocate students to respective programme groups
- Oversee the capturing of all student attendance records onto the system
- Oversee the checking of stock reports of all course material distributed to students
- Interrogate the assessment timetable to ensure that all students are accommodated
- Allocate suitable venues for all assessment sittings and inform the Information Technology (IT) department where applicable
- Recruit suitable invigilators for all assessment cycles
- Coordinate invigilator training by preparing training packs and selecting trainers
- Allocate invigilators to assessment sittings
- Prepare all assessment documentation for all assessment sittings (invigilator reports, attendance registers and mark sheets)
- Verify all student marks
- Distribute assignment due dates to student and lecturer body
- Compile student letters for, but not limited to: renewal of visa / study permits for international students, plagiarism, phaseout / pre-requisites and proof of registration
- Support students with, but not limited to: registration, open days, collection of assignments and filing, assisting with replacement tests and supplementary exams
- Support the team with all internal and external audits
- Assist students with extension of studies, internal and external credits, reweights, special and discounted exams, remarks of exams / tests and mishap exams
- Compile the FAN report, student portal announcements and notices
- Assist students with Turn-it in
- Undertake moderation
- Responsible for checking student notes on CAMS and liaising with Academic Operations Coordinators Support campus management and National with Graduation and student and lecturers' orientation
- Students are correctly allocated to required groups
- Invigilators are available for assessments
- Invigilator training is completed
- Implement the moderation process as per the assessment policy
- Check that all criteria are met before requesting certificates
- Request certificates for all short learning programmes and any other from national office
- Adhere to certification timelines
- Deal with any student queries and issues relating to graduation
- All details relating to the student is accurate and the list of students is complete