Results Administrator-Capturer

JOB DESCRIPTION

Duties and Responsibilities:

Credit Accumulation

• Assists with the capturing of students automatic credits on the academic system.   
• Ensures that all data entries for the summative assessment calculation have been complied with.
• Ensures that the summative assessment outcome is correct and thereafter is responsible for the release of these results on the student portal.                                                  

Pre-assessment Process

• Maps students and lecturers to their appropriate class groups post registration.
• Maps students to the assessment events, opens assessments for mark entry and also sets the assessment events to pending to ensure the smooth running of the detainment job in line with CASS release.

Formative and Summative Assessment Mark Release

• Downloads gradebooks from VegaLearn (or Learning Management System) and cross-checks the accuracy of marks captured by the lecturer in the gradebook and rubric for both online submissions and on-campus submissions and assessments as per the IIE009 Assessment Strategy and Policy.
• Captures assessment results on behalf of the lecturer where required.
• Captures all exception results for formative and summative assessments in line with the IIE009 Assessment Strategy and Policy.                                     
• Integrated Curriculum Engagement (ICE) results are accurately captured by the lecturer in the SIS.      
• Verifies that all Integrated Curriculum Engagement (ICE) results are accurately captured by the lecturer in the SIS.  
• Proactively applies early detection mechanisms to ensure that student queries relating to results discrepancies are minimal during peak assessment time.    
• Tracks students who have achieved less than 50% and update on the relevant tracking document (student tracker) within the agreed upon timelines. Flag modules with high numbers of students scoring less than 50% relative to the class size.  
• Escalate modules with a high percentage of marks below 50% and non-submissions to the Operations Co-Navigator and Academic Co-Navigator     
• Support the assessment process and the Assessment Navigator by requesting Assessment Feedback Forms from the Academic Navigators and saving these in the designated space.
• Ensures that all results entries (formative and ICE) captured for the Cumulative Assessment (CASS) calculation have been complied with.  
• Ensures that the cumulative assessment determination results also includes ICE (Integrated Curriculum Engagement) assessment results.  
• Updates the marks release tracking grid accurately and timeously.

Post Assessment Mark Release

• Ensures that results are captured accurately against the script and that results are released timeously as per the assessment schedule.
• Ensures that results capturing is up-to-date and released timeously on the system for students to view their results.

Internal and External Moderation                                                                                                   

• Assists in the Internal and External Moderation process by selecting samples and scanning these sharing these accurately and timeously in line with the IIE009 Assessment Strategy and Policy.         
• Updates and fills out the internal and external moderation grids accurately and timeously.    
• Ensures that moderation tracking sheets are filled out accurately timeously. 
• Ensure that all student files and records are up to date on the Student Information System and maintain these as per the policy stipulations                                 

Student File Administration

• Ensuring that all relevant admission documentation is received and filed timeously and captured accurately, maintaining and updating these records in the Student information System as needed. 
• Regularly track outstanding admission documentation for all registered students and provides feedback to the Student Records Coordinator regarding students with conditions post-registration (e.g. outstanding modules, outstanding documentation, VISAs etc.)
• Archive student files two years post student graduation.
• Maintain file security and keep an accurate register of file usage.

General Administration

• Ensure that notice boards are kept tidy and up to date
• Printing of Semester 1 and Semester 2 Timetables and place these outside each venue.
• Setting up of venues during assessments under test/exam conditions in line with the IIE009 Assessment Strategy and Policy procedures.
• Printing of seating plan registers that are to be placed outside venue during test/exams cycles.
• Printing Assessment log sheets required for test/exams sessions that are to be included with invigilator pack.
• Photocopy replacement/supplementary & practical assessments in line with assessment policy & procedure (includes printing of seating plan registers, Assessment log sheets/Invigilator reports) this is inclusive of all supplementary, discontinuation and special examinations and assessments.
• Invigilate Test and Exams
• Minute campus meetings as required
• Assist Academic Operations Navigator with general admin during peak periods (prepare for Open Days' Campus functions: Registration/Parents Evenings/Portfolio Night and Graduation.
• Graduation Cycle - Follow up and track outstanding documents/ uploading of relevant documents on SIS
• Assisting with Graduation Prep (GR008 to be used at Graduation day & assisting on graduation day)
• Gather information for reports on request From the National Office
• Manage of Metrofile and storage of files to be archived off site.
• Relieve Information Specialist and/or Receptionist during lunch breaks or when needed

Team Support & General

• Collaborates with all departments on campus to facilitate optimal performance within the to ensure a high quality student experience.      
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the release of student results.                                                     

Competencies Required:

• Advanced Interpersonal and Communications skills
• Computer and System Proficiency
• Planning & Time Management Skills
• Results Driven and able to handle pressure
• Highly Ethical
• Systematic with an Eye for Detail
• Advanced Administrative and Organisational skills

Minimum Education Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6).
• Advanced Diploma or Degree (NQF Level 7) advantageous.

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience.