Assistant Registrar Admissions

Randburg - South Africa

Monthly Salary: Not Disclosed

Experience Required: 1-3years

Posted on: 8 hours ago

Vacancies: 1 Vacancy

Job Summary

Purpose and Scope of the Role

The Assistant Registrar: Admissions provides strategic policy and operational leadership for student admissions across Lyceum College. The role ensures that all admissions-related functions are executed in a compliant efficient and student-centric manner. The Assistant Registrar is responsible for modernising the admissions infrastructure embedding digital agility ensuring regulatory compliance and supporting enrolment intelligence and student success.

Primary Duties and Responsibilities

1. Strategic Admissions Leadership

Provide oversight and leadership for the admissions function ensuring alignment with institutional strategy regulatory frameworks (CHE DHET SAQA) and digital transformation goals.

Drive the development and implementation of admission policies procedures and workflows to ensure responsiveness and regulatory compliance.

Oversee strategic planning for the Student Admissions Unit including budgeting capacity planning and technology integration.

2. Systems and Digital Optimisation

Lead initiatives to enhance and digitise admissions processes across the Student Information System (SIS) and other platforms.

Collaborate with IT and data teams to ensure system functionality data integrity and process automation for all stages of student onboarding and registration.

Ensure development and implementation of automated proof of registration and application documentation processes.

3. Admissions Processing Oversight

Ensure effective execution of application evaluations document verifications data validation and SIS record creation.

Track turnaround times workflow accuracy and service responsiveness by all admissions personnel.

Design interventions for exceptions handling contract mismatches financial and academic status checks and pended applications.

4. Provisional Admissions and Compliance Monitoring

Oversee confirmation of all provisional admissions.

Monitor student compliance with admission conditions such as outstanding matric certificates certified documents or student visa requirements.

Ensure deregistration and communication protocols are followed where documentation is not received timeously.

5. International Student Admissions Management

Centralise visa and permit-related documentation and track compliance status of foreign students.

Maintain an accurate foreign student database to support annual DHET reporting and liaise with Home Affairs where necessary.

Coordinate institutional obligations related to provisional acceptance and permit expirations.

6. Data and Records Strategy

Collaborate with the Registrar and Records Officers to implement a digitisation strategy for historical and current student records.

Ensure compliance with data storage naming conventions metadata standards and secure access protocols.

Oversee student biographical information update campaigns and ensure quarterly validation.

7. Enrolment Analytics and Reporting

Work with the Data Analyst to generate quarterly statistical reports on student intake programme-level trends cancellations amendments and registration patterns.

Use analytics to identify enrolment gaps forecast at-risk students and support retention campaigns.

Present admissions data insights at relevant governance committees and to the Registrar and CAO.

8. Stakeholder Engagement and Onboarding

Collaborate with Programme Admissions Advisors Academic Planning and Student Support to ensure seamless student onboarding.

Manage relationships with internal stakeholders such as the Quality Assurance Unit Academic Teams Sales Consultants and Finance where relevant to admissions processes.

Provide executive-level briefings on trends risks and recommendations related to admissions.

9. Team Leadership and Performance Management

Lead and supervise a team comprising Programme Admissions Advisors Admissions Officers Enrolment Officers Records Officers and Data Analysts.

Facilitate training performance appraisals and professional development within the unit.

Conduct functional reviews and restructure as needed to improve efficiency and effectiveness.

Key Performance Indicators (KPIs) & KPI Category Performance Indicator

Strategic Admissions Leadership (25%)

Annual Admissions Plan developed approved and implemented by end of Q1.

100% alignment of admissions policies and procedures with CHE DHET and SAQA regulations.

At least 3 strategic admissions reports/presentations submitted to CAO or Senate annually.

Systems and Digital Optimisation (10%)

90% of admissions-related processes digitised and operationalised.

Proof of registration and confirmation letters auto generated for 95% of students.

<2% downtime on admissions platforms during peak registration periods.

Admissions Processing Oversight (15%)

95% of complete applications processed within 3 working days.

<2% error rate in processed student records post-registration.

100% of exception cases (e.g. academic/contract mismatches) resolved within 7 working days.

Provisional Admissions and Compliance Monitoring (10%)

90% of provisionally admitted students submit outstanding documents within 60 days.

100% of Grade 12 results verified within 7 days of public release.

100% deregistration of students not meeting compliance deadlines by the end of the first registration month.

International Student Admissions Management (5%)

100% of foreign students tracked in the visa and permit database with updated expiry information.

100% compliance with annual DHET foreign student reporting requirements.

90% of international students receiving admission and visa support within 5 working days of application.

Data and Records Strategy (5%)

100% digitisation of historical student admissions records completed within 12 months.

98% of digital records meet naming convention and metadata standards.

4 quarterly biographical update campaigns implemented with 70% student engagement rate per campaign.

Enrolment Analytics and Reporting (10%)

100% of quarterly admissions and enrolment reports submitted within 10 working days of the end of the admission period for each cycle

Minimum 3 data-driven insights or recommendations produced annually to improve enrolment or retention.

Dropout trends and risk forecasts generated and shared with relevant teams each cycle.

Stakeholder Engagement and Onboarding (10%)

80% student satisfaction rating in onboarding and admissions experience surveys.

90% of internal and external stakeholder queries responded to within 3 working days.

Minimum of 2 collaborative planning sessions per academic cycle or intake with academic finance and sales teams.

Team Leadership and Performance Management (10%)

Biannual performance appraisals conducted for 100% of admissions staff.

100% of staff receive at least one upskilling/training intervention per annum.

90% adherence to internal turnaround time targets and service-level agreements (SLAs).

Requirements

Qualifications Experience and Competencies

Minimum Educational Requirements

Diploma in Higher Education Management Public Administration Educational Leadership Law or a related field.

A qualification in Project Management Information Systems or Data Analytics will be advantageous.

Experience and Expertise

A minimum of 3 years experience in higher education with a special focus on admission registration or academic administration

Experience in a distance education or private higher education environment is highly desirable.

Experience with South African higher education policies.

Strong understanding of the Higher Education Qualifications Sub-Framework and HEMIS reporting systems.

Skills and Knowledge

Proficient in Student Information Systems (preferably Moodle-based or similar platforms).

Strong data analysis and reporting capabilities.

Understanding of admissions workflows compliance requirements and document verification protocols.

Ability to lead digital transformation within administrative functions.

Excellent communication organisational and stakeholder management skills.

Policy writing and procedural drafting expertise.

Behavioural Attributes

Leadership

Strong leadership capabilities with the ability to guide and inspire teams towards achieving strategic academic goals.

Decisiveness

Ability to make well-informed decisions in a timely manner even in complex and high-pressure environments.

Inclusivity

Sensitivity to diversity and the ability to foster an inclusive collaborative work environment.

Key Relationships

Reports to Registrar

Collaborates with Registrars Office Sales Finance Certification Heads of Faculties Regulatory and Institutional Planning Directorate Academic Staff and Regulatory Bodies (CHE DHET SAQA).

External Stakeholders - Industry Partners Professional Bodies Government Departments Funding Bodies Corporates

Required Skills:

Skills and Knowledge Proficient in Student Information Systems (preferably Moodle-based or similar platforms). Strong data analysis and reporting capabilities. Understanding of admissions workflows compliance requirements and document verification protocols. Ability to lead digital transformation within administrative functions. Excellent communication organisational and stakeholder management skills. Policy writing and procedural drafting expertise. Behavioural Attributes Leadership Strong leadership capabilities with the ability to guide and inspire teams towards achieving strategic academic goals. Decisiveness Ability to make well-informed decisions in a timely manner even in complex and high-pressure environments. Inclusivity Sensitivity to diversity and the ability to foster an inclusive collaborative work environment.

Required Education:

Minimum Educational RequirementsDiploma in Higher Education Management Public Administration Educational Leadership Law or a related field.A qualification in Project Management Information Systems or Data Analytics will be advantageous.

Purpose and Scope of the Role The Assistant Registrar: Admissions provides strategic policy and operational leadership for student admissions across Lyceum College. The role ensures that all admissions-related functions are executed in a compliant efficient and student-centric manner. The Assistant ...