Academic Operations Co-Ordinator- Cape Town Campus - N/A09053
Applications accepted until:
Number of Openings

Campus/Business Unit:

Varsity College Cape Town

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.

Academic Operations Management:                                                                                                                     

  • Manage the academic operational delivery of designated programmes. This may include programme specific events e.g. Moot court, Info evenings.                                                   
  • The UFS AOC specifically manages additional requirements such as: couriers scripts, overseas the student's registration and meets additional required deadlines.
  • Management of the AOA and work collaboratively with the respective AO.
  • Compile and manage timetables of designated programmes.
  • Compile, manage and distribute academic reports.
  • Manage and notify the lecturers, students, AOAs and AOs of any changes that may affect their designated programmes. This includes the PAS, additional learning material, communication received from CAT etc.
  • Verification of formative results timeously in order to reflect on the Student Portal.
  • Authorise final and CASS results as per Academic Policy.
  • Ensure moderation is loaded as per the scheduled deadlines.
  • Ensure data related to assessments, results and moderation is handled accurately.
  • Attend to assessment queries.
  • Capture student notes in SAM.
  • Crisis management of any unforeseen circumstances that may occur on the AOC's programmes.                                
  • Order academic material requirements for lecturing team through National when prompted.
  • Provide support during academic orientation. This includes programme information presentations, academic policies, outlines of the year etc.                                              
  • Attend Operations meetings and may be required to record minutes.
  • Manage the dissemination of policies.
  • Involvement in campus PULSE and Groups Internal Audits.
  • Assist the VPO with the lecturer budget.
  • Work on Student Retention. This includes calling and counselling students, and assisting with registration related queries.                                                               
  • Be accountable for all aspects related to the graduation process. Adhere to policy and timelines set by CAT and National.
  • Representation on the Academic Forum.
  • May be required to attend to a student's disciplinary hearing.
  • Meet project deadlines as determined by National or the VPO.
  • Work collaboratively with the the other departments.                                

Customer Support:                                                                                                                                         

  • Resolve and direct stakeholder queries within a committed time frame.
  • Liaise with external institutions: University of South Africa (UNISA), University of the Free State (UFS), Public Relations Institute of South Africa (PRISA).
  • Draft letters of conduct on request.
  • Conduct class visits on a regular basis.
  • Assist with Student Hub queries that are unresolved or may require further attention.
  • Assist with the roll out of all relevant customer related surveys.
  • Attend informal meet-and-greet sessions with students and lecturers.                                                                

Campus Synergy:                                                                                                                                            

  • Academic Department: co-ordinate workshops, identify at risk students and lecturers, direct academic related queries, and facilitate logistics related to academic concessions.
  • Student Services: planning CR venue software, IT assessments, projectors and IT equipment issues in classrooms.
  • Finance: oversee the submission of exam billing and fee credits and process academic credit applications.
  • Marketing: during registration Marketing will liaise with AOCs in terms of venue capacity to accommodate student numbers, and provide additional counselling should a student wish to move programmes.                                 
  • Student Records Coordinator: work with the SRC during registration, assist with document tracking, direct cancellations, de-registrations and transfers, be aware of holds on international students and registrar requirements set by SRC.       
  • National Office: address queries with POM, and the roll-out of directives or projects.                                                                                     

Management Of The Academic Operations Administrator And Assessment Officer:                                           

  • Maintain a strong communication channel that supports all operational requirements that may impact the designated programmes.                                                
  • Responsible for the management of the results and the moderation process on campus.
  • Assist in the training and supervision AOA and AO.                
  • Oversee that the AOA and AO are adhering to policies, processes and systems.
  • Monitor the capturing and processing of results and attendance for all designated programmes.                          
  • Monitor and track marking and moderation deadlines.
  • Monitor the management of storage of assessments on campus.
  • Monitor the administrative functions e.g. filing, answering phone calls, responding to emails Monitor that timetabling is captured in CAMS.                                                
  • Extract Student Hub reports, relating to assessment applications, and incorporate these into assessment planning.
  • Communicate all assessment changes to lecturers and students.                                                

Independent Contractor (Lecturer) Supervision - In Collaboration With The Academic Department                         

  • Manage Independent Contractor (IC) lecturers and address/direct their queries.
  • Manage the rescheduling of lectures and timetable queries.
  • Monitor lecturer's administrative performance.
  • Notify the Academic Department of lecturer gaps.
  • Manage lecturing loads regarding module allocations.
  • Attend interviews and mock lectures.
  • Work with the JHRO in collecting the HR documentation required for IC appointment.
  • Ensure that lecturers are approved prior to receiving their contract.
  • Draft accurate IC Agreements and annexures.
  • Process lecturer claims/timesheets on APS.
  • Discuss Academic Operational processes with ICs.
  • Work with the Academic Department in driving lecturer evaluations.      


€¢ 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 a three year 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

Working Conditions:

  • Non-EE/AA position