ACADEMIC OPERATIONS OFFICER

Join Our Team at IIE Rosebank College

The Independent Institute of Education, Rosebank College, is part of the ADvTECH Group, Africa's leading private education provider. From our humble beginning in 1909, Rosebank College has grown to a student population of more than 30,000 students nationwide.

As we continue to expand and innovate, we invite passionate professionals to become part of our dynamic team. If you are driven by the desire to make a meaningful difference in students' lives and wish to contribute to an institution that values academic excellence, connection, and student success, we would love to hear from you.

Join us on our journey of shaping futures!

Job Purpose:

The Academic Operations Officer is accountable for the smooth functioning of the academic programs within the institute and involves a range of responsibilities related to the administration and logistical aspects of academic operations, inclusive of: Registration, Class scheduling, Recordkeeping, Student Support, Assessment and Graduation

Education (Formal Qualification Required)

Minimum

• NQF Level 7 Qualification in Business Administration / Logistics /Business / Administration or related

Required

• Administration experience: 3 - 5 Years

Advantageous

• Administration experience in an Educational Institution :1 Year

Position Description

Student Registration and Admissions

• 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

Module Registration

• 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

Timetabling

• 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

Administration

• 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

Certification/ Graduation

• 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

Working Hours (Full Time):

08h00am until 17h00pm, Monday to Friday.

Salary:

Market related.

Rosebank College is an equal opportunities employer however preference will be given to EE and South African candidates.