Academic Operations Administrator

2 days ago

Pretoria, South Africa Vega School Full time

**Job Purpose**:
To support Head: Academic Operations and Student Relations Co-Ordinator with student administration.**
Working Hours**:
08:00 - 17:00 Monday to Friday
**Education**:
Grade 12
Higher Certificate/ Diploma in Office Administration
- Functional Competencies:_
- Attention to detail
- Organised
- Computer Literate
- People skills
**Work Experience**:
1-2 years Administration or Academic Assistant Experience (preferably in an academic environment).
Knowledge of academic compliance, functions/activities within Higher Education environment

**Key Performance Areas**:
Student File Administration:

- Maintain student files and any student
- Ensuring that all relevant admission documentation is received and filed timeously.
- Regularly track outstanding admission documentation for all registered students
- Maintain file security and keep an accurate register of file usage.
- Archive student files two years post student graduation.

SAM Administration Duties
- Basic data capturing on CAM (updating student information, account payer information especially during and after registration periods)
- Scanning admission documents for uploading into CAMS.
- Capture lecture & Venue information required for timetabling and set up lecturer evaluations each semester in CAMS
- Download marks sheets from CAMS and timeously forwarded to the RN’s as required per the assessment schedule.
- Capture marks on SAM Admin Portal and responsible for submitting, calculating and releasing of CASS and Final results in order for RN to then verify on system.
- Upload mark sheets once populated by Academic Navigators and update the ASN and RN so that they may verify marks.

General Administration
Ensure that notice boards are kept tidy and up to date
- Printing of Semester 1 and Semester 2 Timetable & place outside each venue
- Keep record of signed classes registers/attendance (IC tracking)
- Setting up of venues during assessments under test/exam conditions in line with assessment policy & procedures
- Printing of seating plan registers that are to be place outside venue during test/exams cycles
- Printing Assessment log sheets required for test/exams sessions that are to be included with invigilator pack
- Photocopy replacement/supplementary & practical assessments in line with assessment policy & procedure (includes printing of seating plan registers, Assessment log sheets/Invigilator reports)
- Maintain distribution of registers for student academic material (reading packs/manuals/guides & additional materials)
- Track inventory level of exam scripts
- Support Relationship Navigator with assessment hand in process as required
- Support Assessment Navigator during moderation cycle (internal & external) with scanning/couriering of scripts/projects where required
- invigilate Test and Exams
- Printing of class list/registers (for lecturer/test or exams)
- Minute campus meetings as required
- Assist Academic Operations Navigator with general admin during peak periods (prepare for Open Days' Campus functions: Registration/Parents Evenings/Portfolio Night/Showcase/ Brand Challenges)
- Graduation Cycle - Follow up and track outstanding documents/ uploading of relevant documents on CAMS Document Tracking
- Assisting with Graduation Prep (Grad Pack envelopes and labels/ Printing of additional letters/academic transcripts/ Printing of register and GR008 to be used at Graduation day & assisting on graduation day)
- Gather information for reports on request form National Student Relations Navigator
- Manage of Metro file and storage of files to be archived off site
- Relieve Librarian and/or Receptionist during lunch breaks or when needed
**Working Conditions**:
Campus Environment
Must be able to work evenings and Saturdays when required.**
Equity Statement**:

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