University of the Free State – Student Administration Support Role
The University of the Free State is seeking a dedicated individual for the position of Student Administration Support. This role is essential in assisting with various administrative tasks related to student records and academic services. Below are the key duties and responsibilities associated with this position:
– Assist in data entry, documentation, and processing of student records across the five sub-departments.
– Provide general support for various student academic services such as enrollment and academic record maintenance.
– Support the communication operations of the department with students via email, phone, or in person regarding administrative queries.
– Support the Enrolment Administration sub-department with the admissions process for all faculties.
– Assist in the operations related to student enrollment for new and returning students.
– Help in maintaining admission-related records of students.
– Assist in maintaining accurate student academic records, transcripts, and certificates in the system.
– Support the preparation of academic progress reports and identify students eligible for qualification awards.
– Help in the operation of the examination processes and assist during examination periods.
– Assist in preparing for graduation ceremonies, including verifying graduation information.
– Assist with scheduling processes for class and examination timetables in PeopleSoft Campus Solutions.
– Provide support for the coordination of academic venue bookings and curriculum data management.
– Ensure adherence to policies, procedures, guidelines, and decisions to guarantee compliance.
– Keep up to date with changes in protocols and processes to ensure compliance.
– Work closely with relevant divisions to keep up to date with developments.
– Verify the accuracy and completeness of documents submitted for processing.
– Quality assurance of documents (transcripts, etc.) and responses received from various offices to ensure correctness before signing off or providing feedback to the requester.
– Ensure that queries are resolved and that customers/stakeholders receive feedback or updates.
– Support data validation and reconciliation processes to identify and resolve discrepancies in student records and transcripts.
– Monitor data entry and record-keeping practices to maintain data integrity and quality across all student administration activities.
– Coordinate with relevant stakeholders to resolve data quality issues and ensure proper documentation and reporting.
– Participate in quality assurance workshops, meetings, and training sessions to advocate for quality standards and promote a culture of continuous improvement.
– Attend departmental and divisional meetings to gain insight into the strategic functioning of the department.