CORE PURPOSE

The Student Data and Reporting Officer is responsible for the coordination, integrity, collation, analysis, and reporting of student data across the Admissions and Selections Department and Student Bureau and Records Division within the Registrar’s Office. The role exists to ensure that student-related data, from the point of admission to the student successfully graduating and becoming a MANCOSA alumnus, is accurate, consistent, auditable, and fit for operational, governance, regulatory, and strategic reporting purposes. The position serves as a central point of control for student data flows across the student lifecycle, from admissions and selection through registration, progression, and academic record finalisation.

CORE FUNCTIONS

1.     Student Data Management and Integrity

·       Monitor, measure and maintain the accuracy, completeness, and consistency of student data within the relevant systems utilized by Registrar’s Office, including, but not limited to, the CRM, SIS and Hubspot.

·       Monitor and reconcile student data captured by Admissions and Selections, Student Bureau, and Records functions to ensure alignment and data consistency across departments.

·       Identify, investigate, and resolve data discrepancies, duplications, and anomalies in collaboration with relevant departments.

·       Ensure that all student data updates are supported by approved documentation and aligned to institutional SOPs and governance processes.

2.     Admissions and Selections Data Support

·       Support the Admissions and Selections Department with accurate data collation, preparation, validation, and reporting related to programme applications.

·       Monitor, measure and report on the live Admissions and Selections data daily, weekly and monthly during enrolment cycles.

·       Produce routine and ad hoc reports, including applicant pipelines, conversion rates, and cohort analyses.

·       Ensure admissions and selection decisions are accurately reflected in the relevant systems and aligned with approved selection criteria.

·       Assist with data submissions required for internal committees and regulatory or accreditation reporting related to admissions and selections.

3.     Student Records and Registrar Data Support

·       Assist with historical student data remediation, clean-up projects, and digitisation initiatives.

·       Ensure data used for official student documents is accurate, finalised, and governance-approved prior to release.

·       Maintain tracking of student visa letters and student status for regulatory compliance.

·       Monitor and analyse qualification verification requests and outcomes.

·       Ensure accuracy of student and staff data prior to statutory (NLRD) submissions.

4.     Reporting and Analytics

·       Develop, maintain, and distribute standardised student data reports for operational, management, and governance purposes.

·       Produce reports for internal committees, audits, and quality assurance processes.

·       Support statutory and external reporting requirements by extracting and validating student data in line with prescribed formats and timelines.

·       Provide trend analysis and insights on admissions and selections to support decision-making.

5.     Systems, SOPs, and Compliance

·       Apply and uphold approved SOPs, policies, and frameworks related to admissions and selections, student records, and data governance.

·       Contribute to the review, refinement, and development of SOPs where data processes require clarification or improvement.

·       Ensure compliance with data protection, confidentiality, and information governance requirements.

·       Support audit processes by providing verified data, evidence, and audit trails when required.

6.     Cross-Departmental Coordination

·       Act as a liaison between the Registrar’s Office and Admissions and Selections on student data matters.

·       Coordinate data handovers and cut-off points across the student lifecycle to ensure clarity of roles and accountability.

·       Provide data-related guidance and support to administrative staff to promote consistent data capture practices.