Locum Academic Administrator Sandton College

Crawford International; Sandton; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Crawford International in South Africa seeks an Academic Administrator to provide professional administrative support across the learning platforms and student data systems. You will coordinate IT-driven changes, manage academic records and assist with parent liaison and communications.

The role requires familiarity with STASY, Toddle and TEAMS, and the ability to train staff on these tools while ensuring accuracy in student information and reporting.

Qualifications

• Grade 12 and an Office/IT diploma or equivalent.
• At least 1 year of administration and school-based parent liaison experience.
• Proficiency with learning management systems such as STASY, Toddle and TEAMS.

Responsibilities

• Provide professional and efficient administrative support to Crawford International.
• Liaise with IT and school community on system upgrades and changes.
• Create and maintain student academic master data and class/subject allocations.
• Prepare and manage reports, markbooks and annual STASY rollovers.

Skills

Administration

Parent liaison

IT competence

Data handling

Education

Grade 12 + Office/IT diploma/qualification

Tools

STASY

Toddle

TEAMS

Job description

Key Purpose Statement

The Academic Administrator role was created to provide professional and efficient assistance.

Key Responsibilities

1. ADvTECH IT Liaison for academic system support and School academic system support

ADvTECH IT liaison for upgrades, manual and query support to the community.

• Distribution of new manuals and communication of system changes and upgrades.
• Assist with ADvTECH IT queries, responses and changes to be made.
• Liaise with ADvTECH IT, Toddle and/or TEAMS on system changes and complete change request forms.
• Assist with parent queries and profile changes and updates related to STASY, Toddle and TEAMS or any other management systems used by Crawford International.
• Communication system upgrades and changes made by ADvTECH IT to the learning community.
• Assist parent with all STASY, Toddle and/or TEAMS queries and access control if required. (including assisting parents with updating personal details and accessing of reporting etc. )
• Resetting passwords for parents on all management systems and do applications for of students whose parents are unable to do the application online.
• Creation and maintenance of student access rights to the academic platforms
• Keeping a log of system issues and system change requests.

User role allocation, implementation and training of new and current users

• Allocation of users according to their roles.
• Training of new staff, parent and student users.
• Support to the learning community on using STASY, Toddle, TEAMS and/or any other management systems used by Crawford International.

2. Academic platforms (STASY, Toddle, Teams, Advlearn) - Academic reporting (for students & Brands)

Create and maintain student academic master data

• At the beginning of the year, academic set up of classes, subject and option allocation.
• Checking teacher and student subject allocation and access to input information.
• After new year re-registrations or new registrations, share the list of new registrations for music, aftercare and boarding with the relevant school staff (Music Department, aftercare supervisor).
• Accurately capture the student’s academic records
• At time of the student registration, ensure that certified copies from the previous schools’ report and academic record, where applicable, are kept in the student file.
• Responsible for leading the Annual STASY/Management system rollover and re-registration process of all classes, subjects and school-related academic activities. It includes the update of the students statuses in STASY at year-end (grade promotion, deactivating of graduated grade 12, deactivation of students identified for Non-reenrolment in the new year)

Set up of markbooks and assessment events

• STASY - setting up of Markbooks/Assessment Events
• Allocation of weighting according to management plans.
• STASY - Printing of Draft teacher comments.
• STASY - Printing of Draft reports for the SMT.

Input of assessment criteria, outcomes and indicators required per school

• STASY - Input of Marks/Indicators/ Effort Indicators.
• STASY - Input of teacher comments and subject comments.
• STASY - Assist with inputting of marks for certain teachers and deputies

Attending to all reporting tasks and queries related to the administration of reports

• STASY - Printing of Draft teacher reports
• Toddle/TEAMS – Set up, data input and reporting on all student management systems.
• STASY - Printing of subject ranking for Deputies.
• STASY - Printing of improvement ranking for Deputies.
• STASY - Printing of ranking reports for Awards and celebration assemblies.

Target-driven reporting and data analysis as required

• Pulling Data from all management systems used to navigate teaching and learning.
• Look at stats of various data and report back on the trends occurring that are of value to Crawford International academics.
• STASY/other management systems - Check in and communicate with deputies regarding failures and subject related concerns.
• Gather data from all management systems, analyse it and then translate the results into non-technical language for the academic learning community to understand.
• Using diagnostic, descriptive, predictive and prescriptive analytics to feed back to the Academic department in order to bring increasing value to Crawford International, as a Brand.

3. STASY - maintenance of student and parent record and registrations Other School Administration Duties

• Assist students and parents for changes and updating of documents and personal details on all SIS and Academic systems.
• Capture in STASY the aftercare and music registrations which were not recorded at the beginning of the year at the time of re-registration or registrations

Weekly: based on report downloaded from the Crawford website registration portal

Ad hoc: based on requests from parents or school staff

• Responsible for deactivating students in STASY timeously when they leave the school, based on the student withdrawal form received from the CXO and Bursar
• Responsible for capturing in STASY the de-registrations of aftercare/music services
• Manage student transfers to and from Crawford (identify them in STASY and prepare documentation pack for transfers)
• Performing physical verification on a monthly basis of the accuracy of the STASY list of registrations ("bums on seat count" to be compared to STASY) for tuition, music, aftercare and boarding. If STASY data corrections are highlighted, perform the registration/de-registration corrections in STASY.
• Report on STASY data accuracy twice a month to the Brand Office. Attend to Brand Office queries relating to STASY data accuracy (including discrepancy vs Bums on seat verification)
• Responsible for putting students flagged for financial suspensions on financial hold in STASY

4. Other School Administration Duties

• School newsletters and communication

Newsletters on Sway for parents - design and distribution.

• Support and work closely with your campus CXO and AC to support and ensure the flow of communication to the entire learning community from both a marketing and academic perspective.

Communication to parents regarding school communication via email and sms.

Communication to staff on system changes, updated manuals and any other form of comms from STASY, Toddle and/or TEAMS

Academic awards and certificates

Finance department liaison - Billing Start/End, Service Billing Start/End, Deactivation of Students

Commitment and support to the CXO and AC for each individual campus

Qualification

• Grade 12 plus Office/IT diploma/qualification, IT competence level - intermediate

Experience

• 1year Administration and School specific/ parent liaison function

Start:

18 January 2027- 4 June 2027