Faculty Administrator
Faculty Administrator
Posted on :
18-06-2025
Employer Active
1 Vacancy
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Jobs by Experience
1-3years
Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
18-06-2025
Job Description
The Faculty Administrator is a pivotal role responsible for ensuring the smooth operation and administration of the faculty. This position involves coordinating a broad range of academic administrative processes maintaining compliance with institutional and regulatory standards and providing exceptional support to academic staff students and faculty leadership. The role requires strong organisational skills the ability to manage competing priorities and a student-centric approach to administration ensuring operational efficiency and effective faculty support.
KEY RESPONSIBILITIES
1. Academic Administrative Support (25%)
- Provide comprehensive administrative support to academic staff faculty leadership and other academic departments to ensure efficient daily operations of the faculty.
- Oversee the creation and maintenance of academic calendars timetables and schedules for classes assessments and examinations.
- Maintain accurate up-to-date records of academic programmes including student enrolment attendance academic progress and grades.
- Coordinate the preparation distribution and collection of academic materials such as course outlines reading lists and assessment briefs.
- Serve as the primary point of contact for academic staff regarding administrative queries ensuring prompt resolution and providing essential support.
2. Student Communication and Support (20%)
- Act as the liaison between students and the faculty responding to inquiries and providing guidance on academic processes.
- Assist students with administrative processes including registration course enrolment withdrawals and program changes.
- Disseminate important academic information such as class schedules deadlinesexamination arrangements and faculty-specific updates through various communication channels.
- Facilitate student access to academic resources including study materials library services and learning platforms.
- Address student concerns escalating issues as needed to ensure timely and professional resolution.
3. Examination and Assessment Administration (15%)
- Coordinate the preparation distribution and collection of assessments maintaining confidentiality and academic integrity.
- Manage the logistics of examinations including coordinating exam room bookings invigilator assignments and seating arrangements.
- Ensure that student results are recorded accurately and submitted on time coordinating with academic staff and external examiners when required.
- Monitor compliance with institutional policies on assessment practices including plagiarism checks and reassessment procedures.
- Assist in organising and preparing for examination boards ensuring that all necessary documentation is in order.
4. Quality Assurance and Compliance (15%)
- Ensure that all academic administrative processes align with institutional policies and comply with external regulatory standards (e.g. CHE DHET SAQA).
- Assist in the accreditation and reaccreditation process of academic programmes by maintaining accurate records and preparing necessary documentation.
- Monitor and update student and programme data in alignment with quality assurance and regulatory compliance requirements.
- Support the preparation and submission of reports and audits ensuring the timely and accurate delivery of compliance documents.
- Maintain accessible records of academic policies procedures and decisions for staff and students.
5. Admissions Vetting Graduation Vetting and Logistical Support (10%)
- Assist with the vetting process for admissions ensuring that all required documentation and criteria are met for new student enrolments.
- Support the graduation vetting process ensuring that students meet all academic and institutional requirements for graduation and assist in verifying the accuracy of graduation lists.
- Coordinate the logistical arrangements for admissions events orientation sessions and graduation ceremonies including venue bookings resource allocation and staff coordination.
- Provide administrative support for the processing and dissemination of graduation materials certificates and official communications.
6. Technology and Learning Management System (LMS) Support (10%)
- Provide administrative support for the institution s LMS ensuring that course materials assessments and other relevant academic data are uploaded and updated accurately.
- Assist academic staff and students with technical issues related to the LMS and other digital learning platforms.
- Ensure that academic content including syllabi readings and deadlines is kept current on the LMS.
- Collaborate with the IT team to resolve technical issues impacting academic operations and troubleshooting system-related problems.
7. Data Management and Reporting (5%)
- Ensure accurate and secure management of academic data including student records enrolment information programme details and compliance-related documents.
- Generate and analyse reports on academic metrics such as student performance enrolment trends and programme outcomes as requested by leadership.
- Ensure adherence to data privacy and security policies safeguarding the integrity and confidentiality of academic data.
Requirements
REQUIREMENTS OF THE JOB
Qualifications & Experience
- A relevant Diploma or degree in Administration Education or a related field.
- At least 3 years of experience in academic administration or a similar role within a higher education institution.
Skills and Competencies
Administrative Skills
- Exceptional organisational and time-management abilities with the capacity to manage multiple priorities.
Communication
- Excellent written and verbal communication skills with the ability to interact professionally with diverse stakeholders.
Problem-Solving
- Proactive and solution-oriented approach to addressing administrative challenges and student concerns.
Technology Proficiency
- Strong proficiency in Microsoft Office Suite LMS platforms and academic management systems.
Interpersonal Skills
- Ability to foster positive relationships with staff and students promoting an inclusive and supportive environment.
Attention to Detail
- High level of accuracy in managing records and preparing reports.
Compliance Awareness
- Strong understanding of higher education regulatory frameworks and quality assurance standards.
Key Attributes
- Adaptability to changing priorities and institutional needs.
- Commitment to professional growth and ongoing learning.
- Collaborative mindset with a willingness to work as part of a dynamic team.
Skills and Competencies Administrative Skills Exceptional organisational and time-management abilities, with the capacity to manage multiple priorities. Communication Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders. Problem-Solving Proactive and solution-oriented approach to addressing administrative challenges and student concerns. Technology Proficiency Strong proficiency in Microsoft Office Suite, LMS platforms, and academic management systems. Interpersonal Skills Ability to foster positive relationships with staff and students, promoting an inclusive and supportive environment. Attention to Detail High level of accuracy in managing records and preparing reports. Compliance Awareness Strong understanding of higher education regulatory frameworks and quality assurance standards. Key Attributes Adaptability to changing priorities and institutional needs. Commitment to professional growth and ongoing learning. Collaborative mindset, with a willingness to work as part of a dynamic team.
Education
A relevant Diploma or degree in Administration, Education, or a related field. At least 3 years of experience in academic administration or a similar role within a higher education institution.
Employment Type
Full Time
Key Skills
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