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Assessment Officer

1 month ago

Randburg, South Africa Varsity College Full time
Direct Reporting Line :
Head: Academic Operations


Vega School  is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).

The IIE’s Vega, Bordeaux Campus  has a vacancy for an Assessment Officer. 

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
  • Sends follow up emails to remind Invigilators of bookings.
  • 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.
  • Ensures that assessments memos are password protected emailed to lecturers the day after the assessment
  • 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.
  • Pulls The Student HUB report daily to ensure the preparation of assessments for applications that have been approved.
  • Ensures that pre-assessment logistics accommodate concession applications.
  • 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.e. additional time, separate venue etc.).
  • Liaises with the ICT department regarding any ICT assessment set-up requirements which may be needed for practical assessments.
  • Receives preloads (tests/exams) from the relevant Programme Operations Manager (POM) and ensures that these are uploaded and verified by the Senior ICT Support.
  • Escorts students with permission slips to their test/exam venue.
  • Updates the student noticeboard with assessment venue allocation details.
  • Manages all assessments being written on campus.
  • Analyses the criteria for all students writing replacement sittings to ensure that they are eligible to write the assessment.
  • Ensures that they carry out all pre assessment logistical requirements for replacement assessments including the daily analysis of The Student HUB report.
  • Checks that students are registered with the Online Centre if they arrive at the incorrect exam centre and grants permission for the student to write the assessment.
  • Ensures that all assessment documentation is kept up-to-date at all times and is compliant with all assessment and audit policies and processes.
  • Ensures that each stage of the Assessment Activity Log is accounted for by way of a signatory.
  • Conducts regular audits of assessment documentation.
  • Ensures that the number of booklets and instruments that are issued with an assessment align with those as listed in the assessment documentation and that any surplus/shortfall is accounted for.
  • Manages and tracks the assessment booklet stock and conducts regular audits of the assessment booklet tracker.
  • Reconciles the Invigilator’s report that summarises all the necessary information and removes the report from the pack before the scripts are handed over to the Results Centre for the marking process.
  • Notes and investigates any discrepancies on the Invigilator report.
  • Destroys test papers and memos as per the Assessment Strategy Policy. Only one Memo should be retained as a master copy and filed.
  • Reconciles the scripts at the end of each assessment and hands them over to the Academic Navigator for the marking process, results capture and moderation process thereafter.
  • Hands over the student list to the Relationship Navigator and Operations Co-Navigator for billing purposes post assessment. This refers to all Supplementary, Discontinuation and Special Examinations and assessment activities that would require billing.
  • Manages late submissions according to the Assessment Strategy Policy and updates the appropriate student tracking document with the flagged student names. Students must be notified of all application procedures surrounding late submission.
  • Manage Brand Activation and Brand Challenge group and individual submissions and notify students of their non-submission. Update the appropriate student tracking documents(s) with these student names. Notify students of the application procedures on the Student Hub.
  • Collects the assessments from the assessment submission point on campus (Campus Reception/Academic Reception/Information Centre) when required.
  • Reconciles assessment submissions on VegaLearn and submissions and signing sheets for practical submissions.
  • Collects, collates, groups and hands over practical assessment submissions to the Academic Navigator the day or after the assessment submission date - taking into consideration the assessment marking timelines. Informs Academic Navigators when marking is ready on VegaLearn.
Exam Condition Assessment Escalations:
  • Escalates queries to the Academic Operations Coordinator when assessments are running.
  • Facilitates the resolution of any escalations that may occur during the writing of an exam that relate to the exam/test paper in particular.
  • Communicates any decisions made in response to escalated queries and received from the Central Academic Team (CAT) to all students in the various venues in which the assessment is being conducted within the stipulated time as per the Assessment Strategy Policy.
  • Escorts students to the bathroom during assessments.
  • Responds to and resolves any issues/queries that Invigilators raise during assessments.
  • Provides training support for any new Assessment team member.
  • Assists the Operations Co-Navigator in the compilation of incident reports, otherwise known as the For Action Now (FAN) reports, for any action which results in non-compliance in the assessment process for written seen and unseen assessments where appropriate.
  • Ensures that the Assessment Office is secured at all times and that all access in and out of the Office is monitored and logged.
  • Communicates regularlywith the Academic Operations Coordinator regarding the challenges experienced with existing assessment processes and systems and the proposed improvements needed to address these challenges. These can be raised in the weekly calls with the Programme Operations Navigator.
  • Escalates concerns and irregularities regarding the delivery of assessments to the campus regularly.
  • Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Assessment Centre.
  • Drives assessment policy knowledge within their role in order to ensure that students are advised correctly.
Internal and External Moderation: 
  • Manages the Internal and External moderation process, and ensures that the moderation tracking sheets are filled out accurately and samples are shared timeously.
  • Ensures that internal moderation runs on schedule
  • Ensures that moderation samples are shared accurately and timeously as per the Assessment Strategy Policy
  • Ensures that the internal and external moderation grids are filled out accurately and timeously
  • Flag any marking discrepancies or concerns with regards to internal moderation with the relevant academic staff member (Operations Co-Navigator and Academic Co-Navigator)
Team Support and General: 
  • Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
  • Arranges/facilitates regular team focus group sessions with discussions centring on the challenges experienced with existing processes and systems and the proposed improvements needed to address these challenges.
  • Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Assessment Centre.
  • Drives assessment policy knowledge within the Assessment Centre in order to ensure that students are advised correctly.

Competencies required:                                                                                                                            

  • Excellent communication and interpersonal skills                                                                           
  • Computer proficiency                                                                       
  • Planning & time management skills                       
  • Results driven and able to handle pressure                                   
  • Team player
  • Highly ethical  
  • Leadership skills    
  • Attention to detail
  • Advanced administrative and organisational skills                                   
Qualification:
 Advanced Diploma or Degree (NQF Level 7). However, candidates in their final year of their studies (NQF Level 7) who are currently employed at the company will also be considered for the role.

Experience:
 Minimum of 2 years administrative experience (ideally within a tertiary environment).

Working Conditions: 
  • Campus Environment
  • Must be able to work on evenings and Saturdays when required.

The IIE's Vega School  is an Equal Opportunity Employer . However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act.

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