Academic Records Coordinator - Cape Town Region
Valenture Institute
Valenture Institute partners with the world’s leading education institutions to transform physical limitations into digital opportunities. We create new opportunities for students to choose an aspirational online learning experience by offering fully-supported online high school programmes. As a social enterprise, Valenture Institute is also committed to levelling the playing field and increasing access for all students through free curriculum offerings, extensive scholarship programs and blended learning micro schools in underprivileged communities. The role: Contract Type: Fixed Term Contract - less than 6 months Summary of Job: The Academic Records Coordinator at Valenture Institute plays a key role in ensuring the smooth enrolment of our learners. They are responsible for coordinating applications with a key focus on processing applications during the academic review and document verification phase of the admissions process. The Academic Records Coordinator is also responsible for communicating with our guardians effectively and in a timely manner to ensure they meet key deadlines. They also work with various Valenture Institute departments to ensure student records are maintained in line with internal requirements and meet relevant regulations set out by our accrediting bodies (SACAI, DBE, ASC, Cambridge International). The Academic Records Coordinator needs to have strong operational and communication skills with keen attention to detail. Given the customer facing nature of the role, the Academic Records Coordinator must have a strong customer service mindset that aims to delight our guardians and ensure they are supported through the application process. Day-day-responsibilities include but are not limited to: Work closely with the Admissions and Faculty Leadership team Facilitate and manage the administration of applications with a focus on the academic review and document verification process. Running reports to identify applicants that require verification. Completing verification of school reports from applicants to determine whether they meet the admissions requirements. Bulk and individual mailing to applicants who are required to submit documentation and / or information for verification purposes. Responding to queries via phone or email with a focus on managing queries that relate to the academic review and document verification process. Liaising with guardians via email and phone regarding documentation requirements and related queries. Use your strong communication skills to build rapport and create authentic connections with guardians and learners from diverse backgrounds. Completing high volumes of verification of an applicant and / or student record within the system against the documentation submitted for verification. Ensuring that subject change forms are submitted where required for applicants prior to enrollment and storing these accurately on Salesforce. Identifying and categorising records that fail to meet the verification requirements. Providing insights regarding the application process and the verification process; notably issues arising, effectiveness of the verification process, systems issues and customer queries. Undertake such other duties as may be required from time to time Assume personal responsibility for the completion of your specified duties in a professional manner. Engage positively with the training and support provided to perform the role. Work with various departments to ensure smooth communication flow to students and guardians Attention to detail with the ability to professionally communicate perceived risks in the application process for further investigation and remediation. Support the Academic Administrator where required Requirements Minimum of 2 year NQF level 5 qualification and / or more than 2 years administration experience Strong computer and technology skills Excellent communication skills with a customer focused mindset Experience in working with data capturing in spreadsheets and systems Experience in using Excel or Google Sheets Strong time management skills with the ability to work to and meet deadlines. Competent at admin tasks associated with the position. Ability to work in an agile environment where innovation, change and adaptation are part of the everyday. Additional required skills Ability to work under pressure to ensure targets are met. Strong organisational and time management skills. Embraces uncertainty and is able to create clarity from it. Excellent attention to detail The ability to build excellent rapport with customers while maintaining a professional manner. Adept at working with different teams and collaborating with colleagues across divisions. Benefits Family member discount to Valenture Institute Remote working Voluntary savings programme Half-day birthday leave
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