About the position
Introduction
MANCOSA, a DHET registered, and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate Education qualifications, has the following vacancy available:
Duties & Responsibilities
CORE PURPOSE
The Administrator: Student Bureau and Records provides operational and administrative support to ensure the efficient functioning of the Student Bureau. The role focuses on processing student record and verification requests, disseminating official documentation, assisting with student queries, and supporting student-facing administrative services. This position plays a key role in maintaining accurate student records and supporting service delivery aligned with institutional SLAs.
CORE FUNCTIONS INCLUDE:
1. Student Records Maintenance and Processing
- Ensure the reliability, validity and accuracy of up-to-date student and alumni records, including enrollment status, academic progress, and personal information.
- Execute the efficient record-keeping and retrieval of all student-related documentation.
- Support the manager in the handling of historic alumni records, and the coordination of committee meetings for the verification of historic records.
- Assist in maintaining and updating student records on the SIS via the Registry Department.
- Assist with verification of student and staff records for the NLRD process.
- Alert Registry Department should incorrect student records be identified, and ensure inconsistencies are rectified, e.g. incorrect identity or passport number.
- Maintain the Student Bureau mailbox and ensure efficient processing of all requests relating to the Student Bureau.
2. Advisory Services and Student Support
- Serve as the first point of contact on FreshDesk / Hubspot for student inquiries received regarding policies, procedures, records requests, and institutional rules.
- Compile monthly report on student services performance statistics across all departments/ areas.
- Assist in the preparation and dissemination of student information sessions and training materials on institutional policies and student support services.
- Provide intervention support for mishandled queries as instructed by the manager.
3. Coordination with Departments for Student Support
- Assist in monitoring interdepartmental queries and supporting the resolution process.
- Provide effective administrative support to the Manager in the oversight of respective departments' support functions to ensure institutional SLAs are met.
4. Processing of Student Requests
- Guide students on portal navigation to download required documentation and send to third parties, e.g. Academic Transcripts, Letter of Completion, Academic Reference Letters, Language of Instruction letter etc.
- Support students with personalised document-related needs, including student visa letters, confirmation of registration letters, and third-party documentation requests.
- Issue official documents within 24-48 hours of receiving a valid request.
5. Conducting Verifcation of Qualifications
- Conduct verification of qualifications as requested by various third parties and regulators (SAQA), ensuring that a signed letter of consent from the student is submitted with the verification request.
- Send accurate official student documentation (Academic Transcript and Letter of Completion after Graduation) to third parties for qualification verification (e.g. UKZN).
- Conduct verification of qualification and issue official documents (where required) within 24 hours of receiving a valid request.
Desired Experience & Qualification
QUALIFICATION(S)
- Bachelor's Degree or Advanced Diploma in Business Administration, Education, or a related field.
E EXPERIENCE - 2 years of experience in administrative support in a higher education environment.
SKILLS AND COMPETENCIES
- Familiarity with student records management and advisory services.
- Experience handling student queries and providing student support.
- Working knowledge of data protection regulations (e.g., POPIA) and institutional policies related to student records.
- Strong organisational and multitasking skills.
- Excellent communication and interpersonal abilities.
- High attention to detail in record-keeping and documentation.
- Proficiency in digital record management systems.
- Proficiency in navigating learner management systems.
- Ability to work collaboratively with different departments.
ADDITIONAL RECOMMENDATIONS:
• Must be capable of working with visual and auditory input
• Willingness to work overtime when required.
• Travel may be required.
