Academic Services Operations Associate

The Academic Services Operations Associate is a mid-entry level role that provides high-level operational administrative and coordination support within the Office of the Chief Academic Officer.

The role is responsible for supporting the effective execution of academic operations governance processes and executive office functions ensuring that institutional priorities are implemented in a structured timely and compliant manner and in alignment with internal policies as well as external regulatory frameworks.

Positioned within a high-trust executive environment the role contributes to the efficient functioning of the CAOs office by facilitating coordination across academic regulatory and support units strengthening operational follow-through and maintaining the integrity of key academic and governance processes.

This position integrates elements of executive support academic coordination and operational assistance serving as an enabling function that supports alignment enhances administrative efficiency and underpins the delivery of institutional priorities across the academic portfolio.

KEY RESPONSIBILITIES

1. Executive and Office Support (20%)

• Provide structured support to the CAO including diary management meeting coordination and scheduling
  
• Prepare meeting packs briefing notes and supporting documentation
  
• Track action items arising from meetings and ensure timely follow-up
  
• Support the Academic Liaison Lead in coordinating office priorities and deliverables
  

2. Academic Operations Support (15%)

• Assist in coordinating academic processes across faculties and support departments
  
• Track progress on academic deliverables and follow up with relevant stakeholders
  
• Support implementation of academic initiatives and operational plans
  
• Identify delays or gaps and escalate where appropriate
  

3. Governance and Secretariat Support (10%)

• Provide secretariat support for selected academic committees and task teams
  
• Prepare agendas minutes and supporting documentation
  
• Track implementation of committee resolutions and decisions
  
• Maintain accurate and organised governance records
  

4. Regulatory Compliance Investigations and Quality Assurance Support (20%)

• Support internal and external investigations by coordinating documentation and information required
  
• Assist with handling complaints related to academic services and operations
  
• Support verification of qualifications for external organisations ensuring accuracy and integrity
  
• Assist in preparing documentation for regulatory submissions and compliance processes
  
• Support preparations for audits regulatory reviews and inspections
  
• Maintain organised compliance records and audit trails
  
• Assist in implementing policies procedures and standards of practice across academic operations
  
• Follow up on compliance-related actions and ensure alignment with institutional and regulatory requirements
  

5. Data Management and Records Support (15%)

• Assist in maintaining academic databases and records
  
• Support data verification accuracy checks and updates
  
• Ensure academic information is accurate complete and up to date
  
• Compile basic reports and summaries for internal use
  
• Liaise with relevant teams to resolve data discrepancies
  

6. Query Coordination and Stakeholder Support (10%)

• Receive and coordinate academic and operational queries within the Office of the CAO
  
• Liaise with faculties and support departments to facilitate resolution
  
• Track turnaround times and ensure closure of queries
  
• Escalate complex or unresolved matters appropriately
  

7. Communication and Information Support (5%)

• Support dissemination of academic information from the Office of the CAO
  
• Ensure accuracy and consistency in internal communication
  
• Maintain templates records and shared documentation
  

8. Ad-Hoc Duties and Operational Support (5%)

• Perform additional tasks and responsibilities assigned by the CAO
  
• Provide flexible support across academic operations and institutional initiatives
  
• Assist with special projects in an administrative and coordination capacity
  

Requirements

Key Qualifications

• Bachelors degree in Education Administration Law or a related field.
  
• Minimum of 13 years experience in academic administration operations management or a similar role.
  
• Strong project management skills with the ability to manage multiple projects simultaneously.
  
• Familiarity with higher education regulatory frameworks in South Africa such as DHET CHE and QCTO.
  
• Excellent communication organizational and data management skills.
  
• Experience managing complex academic databases and ensuring data accuracy.
  
• Strong interpersonal skills with the ability to work effectively with diverse internal and external stakeholders.
  
• Experience providing administrative support and managing high-level meetings or committees.
  

Key Competencies

Leadership

• Ability to lead academic projects and collaborate effectively with cross-functional teams.
  

Attention to Detail

• Strong focus on accuracy and thoroughness in managing data and documentation.
  

Communication

• Clear professional written and verbal communication skills.
  

Problem-Solving

• Ability to handle and resolve academic queries and operational issues efficiently.
  

Adaptability

• Flexibility in responding to shifting priorities and ad-hoc requests from leadership.