About the position
The ideal candidate must have a deep understanding of local regulatory frameworks, particularly from an academic operations perspective rather than a purely academic (lecturing) one.
Purpose:
The Senior Academic Admin Manager oversees the development, implementation, and management of academic administrative systems and processes to ensure institutional compliance, data integrity, and operational efficiency. This role plays a critical part in quality assurance, student lifecycle management, and cross-departmental coordination to support institutional goals and regulatory requirements.
The role has a strategic and compliance focus rather than administrative coordination
Reports to: Quality Assurance (QA) Director
Senior Academic Administration Manager:
The Senior Academic Administration Manager will be responsible for developing, implementing, and overseeing all academic administrative systems to ensure the institution meets internal quality standards and external regulatory requirements (CHE, DHET, and HEQCIS).
The successful candidate will be an experienced academic administrative or QA manager (5+ years) -a strong communicator with excellent organisational skills and a clear focus on governance, policy management, and data accuracy throughout the student and academic lifecycle.
Key Areas of Responsibility:
- Compliance and Systems: Lead statutory reporting (DHET, HEQCIS), ensure data integrity, develop Standard Operating Procedures (SOPs), and manage the institutional governance framework.
- Quality Assurance: Manage policy alignment, oversee the QA intranet, and conduct regular process and template compliance audits.
- Student Lifecycle: Oversee the Recognition of Prior Learning (RPL) process, coordinate key academic meetings (TLC, Marks Committee), and manage graduation and certification processes.
- Leadership: Provide direction to departmental staff and interns, fostering collaboration across projects.
- Examinations: Review exam papers for compliance and manage examination policies aligned with best practice.
Main duties and responsibilities -
Academic Administration and Quality Assurance Systems:
Development and management of the QA intranet page, ensuring resources, policies, and procedures are accurate and up to date.
- Lead the annual DHET report and propose process improvements.
- Develop, maintain, and ensure compliance with Standard Operating Procedures (SOPs), standardised templates, and the institutional Glossary of Terms.
- Oversee the implementation of the school governance framework and monitor adherence.
- Develop and manage the enrolment validation schedule.
- Manage HEQCIS uploads and ensure timely and accurate submissions.
- Identify policy gaps and recommend corrective actions.
Development of new processes in alignment with policy updates and changes with the other HOD in the team.
Team leadership:
To collaborate closely with the other staff in the department to ensure alignment to ongoing projects and research.
To provide ongoing direction to intern in terms of goal setting and performance standards.
To work effectively and efficiently in a dynamic environment.
Systems and processes:
Manage the academic planner, including date proposals, Teaching and Learning Committee (TLC) approval processes, and distribution.
- Provide secretariat support for TLC and Marks Committee meetings.
- Oversee the Recognition of Prior Learning (RPL) process:
o Regular updates of RPL numbers and % allocations across the departments.
o Update RPL committee on RPL % allocations in monthly meetings.
o Review RPL numbers and verify accepted student details.
o Serve as secretariat for the RPL Committee and oversight of the RPL Committee.
o Assist with RPL student briefings when other HODs are not available. - Set up and manage processes for Marks Committee operations.
Oversee and manage TLC preparation meetings.
Data Management & Quality Control:
Oversee data ownership processes and ensure accurate data collection.
- Maintain oversight of data quality control across all student-related records.
- Ensure TLC marksheets are accurate and kept up to date.
Work collaboratively with the team on foreign equivalency reviews and tracking.
Graduation & Certification Management:
Approve SLP certificates.
- Compile the graduation programme and student lists.
- Issue save-the-date letters and manage the graduation mailbox.
- Verify graduate details and oversee packing of certificates and transcripts.
- Manage graduation scheduling.
- Manage the issuing and distribution of certifications.
- Handle reprint requests for certificates and transcripts.
- Oversee conferment brochure preparation and template management.
Manage the verification mailbox for credential validation requests.
Audit & Compliance Oversight:
Lead the Headcount Audit process, including scheduling, reporting, and process improvements.
- Maintain and monitor the audit schedule for academic and administrative processes.
- Oversee template compliance across academic and administrative operations.
Conduct internal audits to ensure process and policy adherence.
Examinations:
Review examination papers meet subject and NQF Level outcomes.
- Management of examination policies and processes.
- Provide input on current examination best practices.
Success in the role:
Success in the Senior Academic Admin Manager role will be demonstrated by:
- Consistently meeting all regulatory reporting deadlines (CHE, DHET, HEQCIS) with zero compliance issues.
- Maintaining 100% accuracy in student data, headcount audits, and graduation records.
- Ensuring all SOPs, policies, and templates are current, accessible, and consistently applied.
- Efficiently managing graduation, certification, and examination processes, resulting in minimal errors and high stakeholder satisfaction.
- Enabling seamless coordination across departments through effective academic planning and governance support.
- Proactively identifying and addressing risks, process gaps, and policy misalignments before they impact operations.
- Supporting the QA Director and Head: LSS in achieving institutional quality assurance objectives by providing reliable data and streamlined administrative processes.
- Assist the department with ad hoc projects.
Experience & Knowledge:
- Master's degree in Education, Administration or related field
- Certification or training in Quality Assurance, Project Management, or Data Governance (Advantage)
- In-depth understanding of academic administration, student records management, and quality assurance frameworks in higher education.
- Comprehensive knowledge of CHE, DHET, and HEQCIS reporting requirements
- Understanding of examination policies, graduation protocols, and certification processes.
- Familiarity with higher education governance structures and committee management.
- Awareness of international higher education quality standards and trends
- Minimum 5 years' experience in academic administration, quality assurance, or student records management in higher education.
- Proven experience in managing graduation, examinations, and regulatory reporting processes.
- Track record in developing and implementing administrative policies and procedures.
- Experience in managing audits and ensuring compliance with external regulatory bodies.
Desired Skills:
- High attention to detail and accuracy
- Strong organisational and project management skills.
- Advanced proficiency in data analysis
Desired Work Experience:
Desired Qualification Level:
