Academic Admin Coordinator: Cape Town
Pearson Education Ltd
Claremont, South Africa
6d ago


Areas of responsibility on Campus :

Enrolments / applications

Records and reporting

Student Affairs & Retention



This position will manage all Academic Administration and Student Experience areas at campus level. Staff management, process management and systems management are included in this portfolio.

A team of staff will report into this post. This position also functions on an operational level.


Due to nature and size of the organization, it is not possible to provide a complete list of responsibilities that will be all inclusive over time.

Responsibilities may change from time to time and will be discussed with the incumbent.

The responsibilities of the Academic Admin Manager thus include, inter alia :

1. Policies and procedures

Implementation of applicable policies and procedures on campus level pertaining to :

Access / entrance requirements

Academic progression / planners and vetting


Archiving and student records

2. Assessment management and administration

Coordinate and oversee all assessment timetabling : test and examinations

Seating list and plans

Examination packs (scripts, invigilation reports, distribution and collection of scripts, signing lists)

Coordination of moderation process between Exam Office and campus

3. Marks and results administration

Oversee assessment mark capturing and responsible for mark verification during semester

DP publication and verification

Student queries

Oversee exam mark capturing and responsible for exam mark verification

Final mark publication

Oversee student progress report distribution

4. Timetable management and administration

Ensures student and lecturer timetables are done and classes resolved in line with student progression rules

Test timetables / venue allocations and invigilation schedules and running

Distribution of test timetables to lecturers and students

5. Admissions policy and implementation

Qualification entrance requirements

Academic exclusion (qualification duration time met)

6. Processes and procedures relating to RPL applications

All applications in faculty to Registrar

Student feedback on RPL applications

Updating of AMS with credits

7. Student Management System including data capturing and recordkeeping / archiving

Overseeing the updating of student details

Overseeing the capturing of sick notes on system linking to deferred assessment lists

Oversee the setting of class lists and communication of list to finance department

Oversee follow up communication to sponsors / parents re at risk from attendance perspective

8. Adherence to academic calendars

Manage communication and posting of calendars and timetables on myLMS system and

Other relevant communication to students and parents / sponsors

9. Certification and graduation administration


Issuing / record keeping of certificates / degrees received by campus

Graduation programme

Manages graduation committee : coordination / planning and running of the graduation ceremony

10. Bursaries and other financial assistance / applications to students

Finalise campus applications to bursary committee

Feedback to students on applications / decisions

11. Attendance monitoring and follow-up

Ensure attendance is taken and captured either on own system and or main frame

Ensure finance receives updated attendance for class and assessments to ensure invoicing is done on time

Ensure retention staff discusses attendance with students and sponsors to deliver on promise.

12. Customer service and retention

Manage customer service and retention department

Manage staff to implement action plans to improve student experience and retention

13. Enrolment

Manages Academic Planners and Academic Vetting (link with meeting qualification requirements) process and completeness in time for enrolment

Record keeping of all active students

Collaboration with Academic Manager on roll over process

  • Pearson is committed to the principles of employment equity and in accordance with our Employment Equity goals and plan;
  • preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act and subsequent amendments thereto.



    Minimum qualification :

    Minimum of an undergraduate degree or other related qualification

    Minimum experience :

    Minimum of 3 years managerial and leadership role within an education administration environment

    Functional expertise :

    Knowledge of quality assurance policies, procedures and strategies in the institution

    Knowledge of the implementation of student management systems in the institution

    Technical / computer expertise :

    Fully computer literate with a working knowledge and skills in :

    MS Word, Excel, PowerPoint

    Windows applications

    A good understanding of learning management systems (LMS) and academic management systems (AMS)

    Personal competencies :

    Planning, organising and project management skills

    Analytical ability (accuracy and detail orientation)

    Motivation, patience and tolerance

    Strategic thinker

    Organizational competencies :

    Collaboration with the relevant staff, both on campus and nationally

    Close relationship with the Logistics Lead

    Plan / Organise / implement / evaluate processes

    Improvement and evaluation of systems

    Job Unposting : Jul 13, 2018

    Schedule : Full-time Regular

    Equal Opportunity Employer Minorities / Women / Protected Veterans / Disabled

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