Job Description

Purpose of the Role

The Academic Administrator plays a key role in ensuring regulatory compliance, academic quality assurance, and efficient academic operations across the institution. This role supports the academic lifecycle of students and programmes--ensuring that all processes align with statutory requirements (CHE, DHET, SAQA, QCTO, UMALUSI), internal academic policies, and institutional governance structures. The Academic Administrator works closely with academic leaders, faculty, and regulatory bodies to maintain high academic standards and operational excellence.

Key Responsibilities

1. Regulatory Compliance & Quality Assurance

Ensure institutional compliance with regulatory requirements including CHE, DHET, SAQA, QCTO, and UMALUSI guidelines. Maintain accurate, up-to-date academic records and documentation for audits and accreditation activities. Support preparation, submission, and monitoring of programme accreditation, re-accreditation, registration, and certification documents. Ensure adherence to institutional academic policies, rules, and procedures. Assist with implementation of quality assurance frameworks and continuous improvement initiatives.

2. Academic Governance & Committee Support

Provide administrative support to academic governance structures such as Senate, Faculty Boards, Programme Committees, and Examination Boards. Prepare agendas, minutes, and reports, ensuring timely dissemination of committee documentation. Track action items and follow-up tasks arising from academic governance meetings.

3. Programme Administration

Maintain accurate programme files, curriculum structures, assessment plans, and learning materials. Monitor programme delivery compliance with approved accreditation documents. Support academic departments with scheduling, timetabling, lecturer allocations, and resource planning.

4. Reporting & Data Management

Generate reports for academic management, regulatory bodies, external evaluators, and internal audits. Ensure data accuracy on institutional systems (LMS, ITS, assessment platforms). Support enrolment planning, throughput analysis, and performance monitoring.

5. Stakeholder Management

Liaise with academic staff, regulatory authorities, external moderators, industry partners, and students. Ensure prompt resolution of academic administration queries. Provide frontline academic support and guidance regarding institutional policies and processes.

Qualifications & Experience

Minimum Requirements

Bachelor's degree in education, Administration, Management, or related field. 3-5 years' experience in academic administration or regulatory compliance within higher or further education. Knowledge of South African higher education regulatory frameworks (CHE, DHET, SAQA, QCTO). Strong understanding of academic governance, quality assurance, and student lifecycle management.

Preferred

Experience in accreditation submissions and regulatory reporting. Experience working with ITS and LMS platforms. Postgraduate qualification advantageous.

Skills & Competencies

Strong organisational, planning, and administrative skills. Excellent written and verbal communication. High level of accuracy and attention to detail. Ability to interpret and apply regulatory requirements and institutional policies. Strong data management and reporting skills. Ability to work under pressure, meet deadlines, and manage multiple priorities. Professionalism, confidentiality, and sound judgement. Strong interpersonal and relationship-building skills.

Key Performance Indicators (KPIs)

Regulatory compliance (audit readiness, accreditation documentation quality). Accuracy and timeliness of academic records and reporting. Effective functioning of academic governance structures. Efficiency of student academic processes (registration, assessments, graduation). Stakeholder satisfaction levels. Adherence to institutional academic policies and procedures.
Job Type: Full-time

Work Location: In person