ACADEMIC OPERATIONS COORDINATOR

ADvTECH; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading education provider is looking for an Academic Operations Coordinator to enhance the student experience across various academic initiatives. The candidate will manage student communication, oversee academic programmes, and ensure compliance with educational policies. This role requires an Advanced Certificate in Business Administration and 2-3 years of administration and customer service experience. The ideal individual is detail-oriented, adaptable, and capable of maintaining high service levels under pressure.

Qualifications

• 2-3 years experience in Administration and customer services.

Responsibilities

• Coordinate and oversee events to enhance the student experience.
• Manage communication and liaison between students, lecturers, and external service providers.
• Implement academic programme updates and process academic queries.

Skills

Attention to detail

Customer service orientated

Ability to effectively cope with change

Deadline oriented

Education

Advanced Certificate / Diploma / Occupational Certificate Level 6 in Business Administration

Job description

Join Our Team at IIE Rosebank College

The Independent Institute of Education, Rosebank College, is part of the ADvTECH Group, Africa's leading private education provider. From our humble beginning in 1909, Rosebank College has grown to a student population of more than 28,000 students nationwide.

As we continue to expand and innovate, we invite passionate professionals to become part of our dynamic team. If you are driven by the desire to make a meaningful difference in students' lives and wish to contribute to an institution that values academic excellence, connection, and student success, we would love to hear from you.

Join us on our journey of shaping futures!

Job Purpose:

The role of the Academic Operations Coordinator is to coordinate, implement, provide support and generally oversee the events and initiatives to enhance and improve the overall student experience. To manage assigned programmes, lecturers and students through effective communication, liaison and service delivery.

Duties & Responsibilities:

Client Liaison & Communication

• Consult with students / parents daily to resolve or assist with queries or requests
• Sustain relationships with external service providers
• Escalate queries / requests within the campus communication protocol and ensure effective information sharing / referral
• Prepare communication for notice boards and display in designated areas
• Inform students / lecturers of all academic planner or timetable changes
• Capture and update student notes on CAMS
• Process application for credits and extension of studies

Academic Admissions and Delivery

• Implement academic programme updates
• Attend and assist in departmental meetings
• Assist and participate in student events on and off campus
• Process academic queries / requests to ensure timeous feedback; i.e. intercampus transfers, academic credits, subject re-writes, special assignment requests, results, academic material and time table matters, etc.
• Ensure course entrance requirements are met
• Referral of International Student Applications to designated person on campus
• Print and distribute lecturer information / material
• Review Assessment Timetable in conjunction with Academic Operations Officers.

Academic Administration

• Collates and verifies orders for education material (students and lecturers).
• Manages the administration of student files.
• Administers external institute programmes
• Manages deadlines for completion of data / spreadsheets for reports.
• Documents academic query / request processes and outcomes.
• Compiles graduation lists in conjunction with Academic Operations Officers.
• Assist campus management and National with graduation.
• Identifies resources required to run programmes and ensures these are sourced timeously.
• Reviews assessment timetables in conjunction with Academic Services Officer.
• Captures timetables, Lecturer and Program Managers (PM) information on ALIAS/ SAM and CAMS.
• Assist with student and lecturer’s orientation.
• Assists the manager in setting up the student / lecturer timetables.
• Assist with student letters for, but not limited to; renewal of Visa / study permits, plagiarism, phase out / pre-requisites and proof of registration.
• Assist students with extension of studies, internal and external credits, reweights, special and discounted exams, remark of exams/ tests and mishap exams
• Assist students with, but not limited to; registration, open days, collection of assignments and filing, assisting with replacement tests and supplementary exams.
• Assist the team during all Internal and external audits.

Compliance – policy implementation

• Report deviations via academic query to the management.
• Give input on the annual policy review process.

Educational Requirements

• Advanced Certificate / Diploma / Occupational Certificate Level 6 (NQF Level 6) in Business Administration

Minimum Work Experience

• 2-3 years experience in Administration and customer services

Competencies

• Attention to detail
• Customer service orientated
• Ability to effectively cope with change
• Deadline orientated and can work well under pressure