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

Experience: Minimum of 2 years administrative experience (ideally with admissions experience).

Duties and Responsibilities:

Student Application & Admission Administration

• Collaborates with the campus Student Recruitment team to generate student admissions related queries.
• Follows up with the Student Recruitment team for missing student information in order to finalise all student admissions related queries.
• Evaluates student admissions against the set admission criteria and communicates the appropriate outcomes.
• Liaises with the campus Student Recruitment team during the admission evaluation process and assessment.
• Escalates admission queries to the Admissions Manager.
• Liaises with the campus Student Recruitment team on the management of admission waitlists.
• Liaises with the campus Student Recruitment team on the management of declined admissions and expired offers and the issuing of new offers of study.
• Documents management and issuance of appropriate admission letters.
• Determines conditions associated with student admission and follows up on them thereafter.
• Determines the eligibility of the admittees onto academic programmes.
• Tracks student admissions through to registration.
• Reports on admission progress to the Head: Student Recruitment & Sales Operations Manager (Distance and Admissions).
• Adheres to established service level agreements of the admissions process set by the organisation.
• Works with the Finance department on finance related issues of admission.
• Works with the Admissions Manager & Sales Operations Manager (Distance and Admissions) to ensure admission compliance for the campus.
• Works with the Admissions Manager on national admission projects.

Student Registration Administration

• Verifies registrations against the admission criteria
• Checks pre-requisites for 1st to 2nd semester
• Checks the accuracy of student registration information on an ongoing basis
• Manages the de-registration and transfer process, and thereafter sends to the Finance department for processing
• Checks the National Senior Certificate (NSC) exception reports on a weekly basis
• Follows up on all outstanding documentation and uploads once received
• Determines eligibility and captures academic credits
• Determines maximum completion time and credit load of such registrations
• Allocates student grouping in line with   scheduling requirements
• Maintains student files for a period of two years before archiving the files in line with the data retention regulations of the Protection of Personal Information Act (PoPIA)
• Ensures compliance of international students from a document perspective
• Adheres to the International Student Policy/Procedure and updates reports regularly
• Re-audits all registration files in line with the stipulated deadline for the Data Verification Report
• Re-audits all registration files by the audit date stipulated by the Registrar, this would include the following: the South African Qualifications Authority SAQA / Universities South Africa (USAF) qualifications, study visas and all conditional acceptance - including remarks, international Students and all outstanding documentation
• Tracks and monitors conditional admissions throughout the year such as one module outstanding / Universities South Africa (USAF) / South African Qualifications Authority (SAQA) / combined National Senior Certificate (NSC ) / study visas and all other ad hoc conditional admissions
• Adheres to the established service level agreements of the registration process set by the organisation
• Drafts letters for current students such as; Proof of Registration letters, Travel letters, Medical Aid letters, Universities South Africa (USAF) letters, SAQA letters and Study Permit letters

Graduation

• Determines eligibility of the graduation cohort including late graduation
• Identifies and advises of any students who are graduating outside of their graduation year (exception graduates)
• Verifies student information for prospective graduates
• Prepares Short Learning Programme (SLP) and corporate offer certificates
• Checks the graduation programme for sign off
• Ensures that graduation timelines are met
• Facilitates qualification certificate re-prints

Ticket Management

• Processes assigned admission; graduation and registration tickets received via the student tickets system

Reports and Other

• Facilitates continuous communication with the Assistant Registrar in relation to resolving the Registrar related queries
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the Admission Centre
• Performs other ad hoc administrative and/or reporting duties as and when required

Competencies required:

Superior interpersonal and communications skills

Computer proficiency

Planning skills

Time management skills

Deadline and results driven