Senior Results Coordinator

ADvTECH; KwaZulu-Natal; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A prominent educational institution is seeking a Senior Results Co-ordinator to manage assessment events and results for students. This role involves overseeing the Results Tracker, ensuring compliance with assessment policies, and facilitating coordination between various departments. The ideal candidate will possess an Advanced Diploma or Degree, alongside strong communication and leadership skills. Competitive salary and benefits are offered, including lifelong learning opportunities and staff discounts.

Benefits

Lifelong learning opportunities

Staff and family discounts

Incentive bonus structure

Provident fund with death & funeral cover

Annual leave

Qualifications

• Minimum 2 years of administrative experience.
• Minimum 2 years of leadership/supervisory experience for external candidates.

Responsibilities

• Oversee mapping of students to their respective assessment events.
• Manage Results Tracker and update assessment due dates.
• Capture, verify, and publish results in line with policies.
• Coordinate script viewing and remark requests.

Skills

Advanced interpersonal and communications skills

Planning and time management

Results-driven

Attention to detail

Leadership

Education

Advanced Diploma or Degree (NQF Level 7)

Honours Degree (NQF Level 8)

Job description

Overview

Direct Reporting Line: Deputy Head: Academic Operations. Emeris consolidates resources and expertise from IIE Varsity College, IIE MSA, IIE-Vega School, and IIE School of Hospitality & Service Management, with a unified approach ensuring a consistent standard of excellence in teaching, learning, and student support. Emeris, Westville Campus has a vacancy for a Senior Results Co-ordinator.

Duties and Responsibilities

• SIMS System Set-up and Term Planning - Oversees that all students are mapped to their respective assessment events per module, per intake year and per assessment event. Liaises with Admission Officers to ensure that students who have cancelled or where prerequisites have not been met are unmapped from the assessment events or where modules have been added for students, that the students are mapped accordingly.
• Responsible for using the National Assessment Schedule to create a Results Tracker for each semester which includes tracking ICE submissions and the detainment job. Ensure that the Results Tracker is updated with any changes to assessment due dates throughout the term.
• Where CASS applies for entry to the exam, ensure the running of the detainment job per module and per intake year on SIMS takes place where applicable once all the formative results have been captured.

Management of Results Capture

• Ensures that the manual Result Capture Sheets for Deferred Sitting, Exams Sitting 2, Exam Sitting 3 and Discontinuation/Dean's exams are available. Assessment Officers check student applications/approved concessions on the Student Hub; thereafter the RA is informed to send these for marking.
• Oversees the tracking of the NQP registered students and ensures a separate Result Capture Sheet is generated for these students.
• Updates SIMS and the Results Capture Sheets (RCS) as results change due to additional sittings, mark adjustments, late submission policy deductions, plagiarism policy and remarks. RCS must be signed and dated as per the PDIIE009 Assessment Strategy and Policy. Ensure RCS are saved electronically and filed for audit purposes.
• Checks that results indicated on assessment scripts or the Grade Centre on the LMS match those captured on SIMS. Captures, verifies and publishes all results on SIMS as per the PDIIE009 Assessment Strategy and Policy and in line with SIMS HTGs.

Results Management (Formative)

• Updates the Results Tracker throughout the semester, manages marking deadlines, due dates, outstanding results, marking extensions and mark errors. Escalates late marking to senior staff. Identifies and flags at-risk lecturers prior to marking cycles and informs the Head of Faculty of issues.
• Ensures capture and release of additional formative sittings (replacement sittings) marks under moderation.
• Liaises with Admissions and Finance on students not registered so results cannot be processed on SIMS.
• Collaborates with Customer Relations Officers (CROs) on student result queries and keeps CROs updated on progress and resolutions.
• Coordinates and liaises with lecturers to collect marked formative scripts, return them, and provide feedback. Ensures marked online formative assessments are available to view on the LMS.
• Checks that ICE results captured by lecturers on SIMS are recorded correctly by the lecturer.
• Ensures all formative assessments, including ICE, are processed & published on SIMS prior to detainment where applicable. Works with the CASS tracker to ensure CASS module results are released on time.
• Oversees updating the Academic team's plagiarism tracker (if applicable) and updates results on SIMS and the RCS. If a CASS mark changes after release, informs the RA to issue a permission slip.
• Checks concessions on the Student Hub in collaboration with the Assessment Centre and liaises on concessions not actioned. Understands the PDIIE009 Assessment Strategy and Policy and captures results accordingly.

Results Management (Summative)

• Checks that summative results on scripts or the Grade Centre match those captured on SIMS. Captures and publishes all summative results on SIMS as per the PDIIE009 Assessment Strategy and Policy and ensures processing according to SIMS HTGs.
• Updates and manages the Results Tracker so summative release dates are met and students receive final results timeously. Liaisons with lecturers on due dates and ensures moderation deadlines are met. Escalates late marking to senior staff and flags at-risk lecturers.
• Manages capture and release of additional summative sittings (special sittings, dissertations, etc.) under moderation.
• Collaborates with CROs on student result queries and keeps them updated.
• Maintains communications with Capacity Planning & Scheduling Centre and tracks lecturers who resign; liaises with Head of Faculty to identify replacement markers.
• If re-write opportunities are approved, captures results correctly on SIMS per the Assessment Strategy and Policy.
• Manages endorsements using Admission trackers and tracks corresponding SLP results, processing endorsements on SIMS.
• Checks concessions on the Student Hub and processes ES1, ES2, ES3 and Discontinuation/Dean's exam results correctly per PDIIE009. Compiles ES2, ES3 and Discontinuation/Dean's billing lists for Finance at end of term.
• Generates and publishes all Report Cards and Academic Transcripts, including re-generation after grade changes.
• Verifies scripts against marks on the Online Centre and submits mark sheets for processing on the academic system.
• Flags system-related issues affecting results processing and works with regional BAC to resolve issues.
• Supports Head of Faculty or Teaching and Learning Manager on campus in accessing scripts required for internal moderation and decentralised marking.

Moderation (External and Internal)

• Populates External Moderation Tracking Grid indicating lecturers requiring external moderation; identifies shared lecturers between campuses and assigns responsibility. Updates the grid accurately and timely.
• Oversees timely scanning of script samples and uploads to moderation tracking system, assigning to the relevant Central Academic Team member.
• Completes the Moderation Control Sheet (MCS) to accompany every set of external moderation.
• Ensures MCS and Portfolios of Evidence (POEs) are attached and assigned to the relevant Central Academic Team member. Action Head of Programme outcomes per MCS release instructions and policy.

Managing Script Viewing and Remarks

• Identifies and coordinates script viewing requests via The Student Hub; arranges viewing appointments with Academic staff and ensures scripts are collected and signed for.
• Coordinates remark requests via The Student Hub, verifies payment, tracks remarks with markers, and ensures completion within allotted time.
• Ensures correct outcome is applied once remarks are completed and returned to the Results Centre per policy.
• Flags marking discrepancies or concerns with the Head of Faculty or Head Academic for the campus.

Script Viewing and Remarks

• Identifies and coordinates script viewing requests and remarks via The Student Hub; ensures payment is made and remarks arranged with an appropriate marker.
• Follows up to ensure remarks occur within the allotted time and applies outcomes per policy. Flags discrepancies related to moderation and remarks with relevant Academic staff.
• Oversees archiving of scripts and Portfolios of Evidence (POEs) for on- and off-site storage per policy.

Metro File Management of Secure Onsite Storage Facilities

• Retains uncollected formative assessments per Policy and destroys in line with POPIA.
• Archives summative scripts and POEs for on- and off-site storage; labels metro file boxes and arranges collection.
• Updates Internal Assessment Storage form and maintains a tidy Secure Online Storage Facility.

Team Support and General

• Assists with campus-specific projects/events (e.g., Graduation, Open Day).
• Supervises and supports Result Administrators; trains and assists staff, manages leave and staff wellness within the Results Centre.
• Collaborates with all departments to ensure high-quality student experience and compliance with POPIA.

Competencies

• Advanced interpersonal and communications skills
• Computer and system proficiency
• Planning and time management
• Leadership
• Results-driven and able to handle pressure
• Highly ethical
• Systematic with attention to detail
• Advanced administrative and organisational skills

Qualifications and Experience

• Minimum Qualification: Advanced Diploma or Degree (NQF Level 7)
• Honours Degree (NQF Level 8) advantageous
• Minimum Work Experience: 2 years administrative experience and 2 years leadership/supervisory experience for external candidates

Working Hours

• Monday to Friday: 08:00 – 17:00

Salary and Benefits

• Salary: Competitive salary commensurate with experience
• Benefits: Lifelong learning opportunities, staff and family discounts, incentive bonus structure, provident fund with death & funeral cover, birthday vouchers, annual leave

Application Response

• Due to high volume of CVs, personal contact with all applicants may not be feasible. Only candidates whose qualifications and skills closely align with requirements will be contacted for interviews.

Technical Support

• For technical difficulties applying, use the following URL for assistance: https://hire.simplify.hr/ContactUs

Emeris an Equal Opportunity Employer. Preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or place the vacancy on hold at any time, without prior notice.