Administrator: Student Bureau and Records
Listing reference: manco_000712
Listing status: Online
Apply by: 5 June 2025
Position summary
Industry: Education & Training
Job category: Others: Education and Training
Location: Durban
Contract: Fixed Term Contract
EE position: No
Introduction
MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available.
Job description
The Administrator: Student Bureau and Records provides operational support for the efficient functioning of the Student Bureau and ensures the maintenance and management of student records. The role involves processing student records requests, providing advisory services, assisting with the resolution of student queries, and supporting the Manager in the delivery of accurate and timely records management services. The incumbent will also provide administrative support to the Manager: Governance and Legal Services, particularly in relation to the secretariat function, Student Disciplinary Committee, and Grievances and Appeals Committee.
Student Records Maintenance and Processing
- Ensure the reliability, validity and accuracy of up-to-date student and alumni records, including enrollment status, academic progress, and personal information.
- Execute the efficient record-keeping and retrieval of all student-related documentation.
- Support the manager in the handling of historic alumni records, and the coordination of committee meetings for the verification of historic records.
- Assist in maintaining and updating student records on the SIS.
- Process requests for official academic records and transcripts via the Student Bureau.
Advisory Services and Student Support
- Serve as the first point of contact on FreshDesk / Hubspot for student inquiries received regarding policies, procedures, records requests, and institutional rules.
- Assist in the preparation and dissemination of student information sessions and training materials on institutional policies and student support services.
- Provide intervention support for mishandled queries as instructed by the manager.
Coordination with Departments for Student Support
- Assist in monitoring interdepartmental queries and supporting the resolution process.
- Provide effective administrative support to the Manager in the oversight of respective departments’ support functions to ensure institutional SLAs are met.
Grievances and Student Disciplinary Support
- Assist the Manager in logging and maintaining accurate records of student grievances and disciplinary matters, ensuring timely updates and escalations when necessary.
- Maintain confidentiality and secure handling of all records related to student grievances and disciplinary actions.
Secretariat and Governance Support
- Assist the Manager: Governance and Legal Services with committee meeting arrangements, including scheduling, agenda preparation, and minute-taking.
- Fulfill secretariat function to the Academic Executive Committee and Senate.
- Maintain a resolutions register and follow up on action items from committee meetings.
- Provide administrative coordination for Student Disciplinary Committee and Grievances and Appeals Committee hearings.
- Ensure the accuracy and maintenance of governance records, including policies, SOPs, and charters.
Minimum requirements
Essential qualification
- Bachelor’s Degree or Advanced Diploma in Business Administration, Education, or a related field
- 2 years of experience in administrative support in a higher education environment
Essential Job Related
- Knowledge, Skills and Behaviour
- Familiarity with student records management and advisory services.
- Experience handling student queries and providing student support.
- Demonstrated understanding of governance processes.
- Working knowledge of data protection regulations (e.g., POPIA) and institutional policies related to student records.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- High attention to detail in record-keeping and documentation.
- Proficiency in digital record management systems.
- Ability to work collaboratively with different departments.
