Assessment Officer

**_The IIE's Vega School has a vacancy for an ASSESSMENT OFFICER (AO)_**

**Reporting to**: Head: Academic Operations

**Qualification**:
Advanced Diploma or Degree (NQF Level 7)

**Experience**:
Minimum of 2 years administrative experience (ideally within a tertiary environment).
**Duties and Responsibilities**:
**Managing and Tracking of Assessment (Printing and Marking)**:

- Manages the assessment process from the point of capturing on the assessment printing tracking system to receiving crates from the assessment printing service provider.
- Manages the marking process: sharing assessment memos as well as deadlines with Academic Navigators. Escalates late return of marks from Navigators to the Operations Co-Navigator and Academic Co-Navigator where appropriate.
- Facilitates the process of ICE tasks marks return by managing milestone dates with lecturers and updates the CASS release tracking document to reflect this.
- Prepares for the weekly mark release feedback call coordinated by the Academic Operations Coordinator with the Operations Co-Navigator. Escalates non-return/late marks with the Academic Operations Coordinator in conjunction with the Operations Co-Navigator where appropriate.
- Responsible for ensuring that all assessment marks are released timeously (including supplementaries, discontinuation exams, special exams and remarks).
- Publishes verified marks on SIS and on VegaLearn once AA has verified that these are correct.
- Ensures that correct orders are placed and fulfilled as per the details in the assessment printing tracking system.
- Ensures that actual student numbers are updated in the assessment printing tracking system once the student numbers have been audited.
- Manages and ensures that the respective assessment tracking and printing timelines are met and feedback is provided to the National office when required.
- Ensures that the student numbers, venue and Invigilator details have all been captured in the assessment printing tracking system as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider.
- Ensures that the venue and Invigilator details have been inserted into the distance printing tracking system for the students who are registered with the Online Centre as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider, and adheres to deadlines given as these determine the last date that inserts or updates can be made.
- Checks the assessment crate contents on arrival from the assessment printing service provider to ensure that all the assessments have been packed and grouped as requested on the assessment printing tracking system.
- Receives batch and lock codes from the assessment printing service provider for opening the crates.
- Ensures that the assessment printing service provider and assessment printing tracking system How-to-Guide has been adhered to.
- Ensures that the crates and locks are returned to the assessment printing service provider timeously after the batch has been checked.

**Invigilator Recruitment and Management**:

- Manages the Invigilator training process and ensures that Invigilators are informed of, and trained on, any changes to the policy.
- Recruits Invigilators for the campus and partners with the Campus HR representative to ensure that all audit requirements are adhered to in the recruitment process.
- Co-ordinates and supervises the Invigilator booking process 5 weeks in advance of assessments in line with the Programme Assessment Schedule (PAS) to ensure that the Invigilator details can be entered in the assessment printing tracking system as per the batching timeline
- Assists with invigilating when required.
- Reconciles the Invigilator reports pre and post assessment, and follows up on any anomalies if and when required.
- Logs assessments in and out with Invigilators.

**Pre-Assessment Logistics - Initial and Replacement Assessment**:

- Manages upcoming assessments using the Programme Assessment Schedule (PAS) and the Combined National Assessment Schedule.
- Prepares all documentation required for the assessment as per the assessment templates provided (i.e. the Assessment Activity Logs, Invigilator Reports and Seating plans).
- Finalises the student lists, including the Cumulative Assessment (CASS) lists at the point of exams.
- Receives the register for distance students from the Online Campus where Online students have selected the campus as their exam centre.
- Prepares all the assessment documentation required for the students registered with the Online Centre.
- Accesses and checks the special concession grid to ensure all concessions granted are actioned.
- Proactively plans with the campus Operations department to ensure that all approved special concessions can be accommodated.
- Ensures that all concessions have been arranged for special concession students (i