Academic Operations Administrator

Academic Operations Administrator
Vega School
Pretoria, Gauteng


Posted 01 September 2021 – Closing Date 13 September 2021

Job Details

Job Description

Job Purpose:
To support Head: Academic Operations and Student Relations Co-Ordinator with student administration.
Working Hours:
08:00 – 17:00 Monday to Friday

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

  • Compile and maintain international student file with copies of the student’s passport, study permit and letter of application
  • 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:

Preferably equity candidate.