Deputy Head : Academic Operations

ADvTECH; Pretoria; On-site; ZAR 600,000 - 900,000; Full time

Job summary

A leading company in the education sector seeks a Deputy Head of Academic Operations to enhance operational efficiency and enforce academic policies. This role requires strong leadership skills, project management expertise, and a commitment to improving student experiences through effective operations and customer service. Candidates should have a minimum of NQF Level 5 qualification in Project Management and relevant operational experience.

Qualifications

• Minimum 3 years experience as an Academic Operations Officer.
• Valid driver’s license required.

Responsibilities

• Support academic operations management and implement improvement plans.
• Monitor operational delivery targets and suggest corrective actions.
• Conduct performance planning and track employee performance.

Skills

Project Management

Academic Operations

Customer Service

Monitoring and Reporting

People Management

Education

NQF Level 5 Qualification in Project Management

Job description

Job title : Deputy Head : Academic Operations

Job Location : Gauteng, Pretoria Deadline : July 18, 2025 Quick Recommended Links

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Job Purpose :

• The Deputy Head of Operations is accountable for supporting the academic operations management including monitoring and implementing plans to improve operational efficiency of the department

Education (Formal Qualification Required)

Minimum

Advantageous

• NQF Level 5 Qualification in Project Management

Legal Requirements

• Valid driver’s license

Experience required

Minimum

• Academic Operations Officer experience : 3 Years

Advantageous

Position Description

Academic Operations Plan Implementation

• Carry out the requirements to implement the annual academic operations plan to support the operational roll out of initiatives such as registration, assessments and graduation
• Monitor the delivery targets and objectives for the operations team and report to the Head
• Suggest corrective actions to improve and enhance operational delivery
• Delivery of operations are aligned to project plan

Academic Operations Implementation

• Upskill all new staff on how to conduct the registration process and oversee the roll-out
• Check that all elements of the assessment process including results release, scripts collection, upload on the system, release of marks are completed
• Implement corrective actions as required
• Report on the achievement and status of all deadline and academic milestones as per the planner
• Monitor that all deadlines are being adhered to for the moderation process
• Communicate to stakeholders regarding changes in timetables, materials, assessments and general updates
• Oversee the distribution of academic reports
• Oversee that all documents and information are gathered to support the graduation process on campus
• Manage academic meetings
• Chair Operations Meetings as required
• Results are published on time and there are limited queries
• Changes are communicated timeously
• Reports are distributed timeously

Registration Process Coordination

• Review and check academic progression have been implemented correctly
• Support students in completion of documentation
• Check that academic progression documents are completed correctly
• Respond to and resolve queries
• Targets reached in terms of student numbers and revenue

Customer Service Support

• Implement the IIE customer service plan as aligned to campus needs
• Coordinate the customer service function for all full-time students
• Check that student queries are resolved and deal with any outstanding queries
• Manage and oversee resolution of all IIE assist requests and queries
• Queries and requests are resolved within stipulated SLAs
• Student ratings for customer service are within stipulated SLAs

Monitoring of Adherence to Academic Policies and Procedures Compliance

• Monitor the adherence to academic policies across operations
• Assist the teams with all Internal and external audits
• Provide input into annual policy and process reviews
• Adherence to policies and procedures in academic operations

Reporting

• Compile registration process reports relating to numbers of student and issues experienced and submit to the Head
• Compile status reports relating to the assessment process including system issues, deadlines and publishing of results and submit to the Head
• Compile graduation status reports in terms of events planning and number of students that qualify to graduate and submit to the Head
• Compile reports relating to IIE Assist ticket resolutions
• All reports are accurate and submitted on time
• IIE Assist queries are reported on and resolved

People Management

• Conduct performance planning session, track and monitor performance in accordance with performance contracts
• Conduct performance reviews in accordance with policies and procedures and take corrective action where necessary
• Complete or Performance Management contracts and documentation
• Provide coaching and feedback to employees on how to improve and sustain their performance
• Manage Personal Development conversations and the completion of Personal Development Plans
• Lead the department by managing appointments, promotions, and industrial relations issues in conjunction with the Human Resources Support Service Unit
• Conduct disciplinary actions as per the company’s policy and procedure, where necessary
• Performance Contracts are complete and submitted by due date
• Personal Development Plans are in place for 95%+ of employees
• Department employee attrition is less than 10%
• Employee satisfaction score on surveys is 3.5+ for the department