Academic Operations Co-ordinator - N/A06892
Applications accepted until:
Number of Openings

Campus/Business Unit:

Varsity College Westville

Direct Reporting Line:

Vice Principal Operations

Job Purpose:

Varsity College, an educational brand of The Independent Institute of Education (Pty) Ltd, is a registered private higher education institution.

The Westville campus is seeking an Academic Operations Co-ordinator.

Academic Operational Management:                                                                                                                                   

  • Manages data on retention statistics system                
  • Manages the academic delivery of designated programmes                                                
  • Ensures timely preparation of assessments                
  • Compiles and manages timetables according to programme criteria                                                                
  • Manages the compilation and distribution of all academic reports                                                                
  • Verifies all marks and prepares moderation                
  • Manages the on and off site storage process of academic material                                                                
  • Manages the ordering and distribution of material                                
  • Compiles the graduation lists for particular programmes per campus                                                                

Customer Service:                                                                                                                                          

  • Manages student academic orientation                
  • Meets project deadlines
  • Addresses all student queries for both current and past students                                                                
  • Addresses parent/account payer queries/ complaints by investigating and resolving the matter                                                                                                                
  • Addresses all lecturer queries
  • Liaises with external institutions
  • Calls students to determine retention
  • Confirms qualifications                                                
  • Writes letters of conduct

Integrated Student Support:                                                                                                                                     

  • Identifies at risk students
  • Contacts students and parents to follow up on all reported and solved cases                                                                                
  • Liaises with student support department                

Academic Operations Administrator Supervision:                                                                                                                                           

  • Trains and supervises Academic Operations Administrators and their mandate                                                                                
  • Monitors the processing of assessments by AOAs                                
  • Oversees that AOAs are adhering to processes and systems                                                
  • Monitors the capturing and processing of results and attendance                                                                

Lecturer Supervision:                                                                                                                                   

  • Sources experienced lecturers who are specialised in their specific fields                                                                                
  • Prepares contracts for Independent Contractors                                
  • Manages lecturers and addressed lecturer queries                                
  • Reviews lecturer performance throughout the year                                
  • Manages the lecturer briefings and budget                        


  • Interpersonal and communications skills                
  • Problem solving skills
  • Best suited to a friendly, organised person who works accurately and is able to handle pressure                                                                                                                                
  • Coaching and mentoring skills
  • Time management skills


  • Minimum of Advanced Diploma or Bachelors Degree. Postgraduate qualification advantageous                                                                                                                                                                                                                                                

Work Experience:

  • Minimum of 3 years work experience in administration, 2 years in project or operational management, 2 years in a supervisory role and 3 years experience in customer service.