Results Administrator

Results Administrator
IIE MSA And IIE Varsity College
Durban, KwaZulu-Natal


Posted 24 November 2021 – Closing Date 26 November 2021

Job Details

Job Description

Direct Reporting Line:

Head: Academic Operations

Varsity College 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 Varsity College Durban North Campus has a vacancy for a Results Administrator.

Duties and Responsibilities:

Credit Accumulation

  • Assists with the capturing of students automatic credits on the academic system.
  • Ensures that all data entries for the summative assessment calculation have been complied with.
  • Ensures that the summative assessment outcome is correct and thereafter is responsible for the release of these results on the student portal.

Post Assessment Mark Collation 

  • Co-ordinates the marking process with lecturers and ensures these marking deadlines are adhered to and managed according to the timeline.
  • Co-ordinates the marking deadlines with the relevant Programme Manager to ensure there are no delays in the process.
  • Ensures that result capture sheets are emailed to lecturers timeously for electronic completion.
  • Captures the results / imports result capture sheets into the academic system.
  • Completes regular audits on all activity logs relating to the marking process and ensures that all scripts are accounted for at any given point in time.
  • Ensures that all Integrated Curriculum Engagement (ICE) results are captured by the lecturer outside the system.
  • Facilitates the process of Individual Integrated Curriculum Engagement (ICE) task marking by managing the milestone dates with lecturers.
  • Proactively applies early detection mechanisms to ensure that student  queries relating to results discrepancies are minimal during peak assessment time.
  • Verifies scripts received against the marks captured on the mark sheet for the Online Centre and submits the mark sheet to the Online Centre for processing on the academic system thereafter

Cumulative Assessment Mark Release (Formative) 

  • Captures all formative assessment results.
  • Compiles the Question by Question analysis when requested.
  • Ensures that all results entries captures for the Cumulative Assessment (CASS) calculation have been complied with.
  • Ensures that the cumulative assessment determination results also include ICE (Integrated Curriculum Engagement) assessment results.

Internal Moderation

  • Supports the campus Academic department in accessing scripts required for the internal moderation and decentralised marking process, as well as for the marking centre.
  • Assists with the selecting and scanning of scripts for moderation and completing the activity logs pertaining to the steps involved in results processing, moderation and storage of an assessment.
  • Liaises with the relevant Programme Manager responsible for deciding which scripts are moderated, and once confirmed, prepares all documents required for the moderation process to take place.
  • Updates the Internal Moderation Tracking Grid accurately and timeously.

External Moderation 

  • Assists with scanning necessary scripts and uploading them on to the moderation tracking system and assigning this to the relevant Central Academic Team (CAT) member.
  • Completes the Moderation Control Sheet (MCS) to be included with every set of External moderation.
  • Ensures that the Moderation Control Sheet (MCS) and scripts/Portfolios of Evidence (POE’s) are attached and assigned to the relevant Central Academic Team (CAT) and the Head of Programme (HOP) outcome is actioned correctly as per the release instruction on the MCS at campus level.
  • Updates the External Moderation Tracking Grid accurately and timeously.

Post Assessment Mark Release  

  • Ensures that results are captures accurately against the script.
  • Ensures that results capturing is up-to-date and released timeously on the system for students to view their system.
  • Notifies students with overdue accounts of supplementary entry requirements where applicable.

Script Viewing and Remarks 

  • Identifies and co-ordinates script viewing requests made on The Student Hub reports and informs the Academic department to arrange a viewing appointment with the student.
  • Identifies and co-ordinates remark requests made on The Hub and checks that payment has been made in respect and co-ordinates the remark with an appropriate marker thereafter.
  • Follows up on the remark process to ensure that it happens within the allotted time.
  • Ensures that the correct outcome is applied once the remark has been completed and returned to the Results Centre as per policy.
  • Flags any marking discrepancies or concerns with regards to moderation and remarks with the relevant Academic staff member.
  • Responsible for the archiving of scripts and Portfolios of Evidence (POE’s) for on and off site line with the policy.

Team Support & General

  • Assists with campus specific projects/ events (e.g Graduation, Open Day etc)
  • Collaborates with all departs on campus to facilitate optimal.
  • Complies with The Protection of Personal Information Act (POPIA) legislation relevant to Results Centre.

Competencies required:

  • Advanced Interpersonal and Communications skills
  • Computer and System Proficiency
  • Planning & Time Management Skills
  • Results Driven and able to handle pressure
  • Highly Ethical
  • Systematic with an Eye for Detail
  • Advanced Administrative and Organisational skills

Minimum Education Requirements

  • Minimum of a National Diploma/Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) advantageous.

Minimum Work Requirements :

  • Minimum of 2 years administrative experience.