System Coordinator: Academic Structure (P8) (Registrar - Central Academic Administration Division: Faculty Coordination & Alumni)

Job Purpose:

• The position is responsible for coordinating and maintaining academic structure information and related systems processes to ensure the accurate, efficient, and timely administration of academic programmes, qualifications, modules, curricula, and associated academic structures. The role requires a detail-oriented professional with strong systems, administrative, analytical, and stakeholder-management skills, who can work effectively across academic and professional support environments.

Responsibilities:

• Coordinating the creation, maintenance, and updating of academic structures and related information on university systems.
• Ensuring the accuracy, integrity, and completeness of academic programme, qualification, module, curriculum, and structure data.
• Processing approved academic structure changes in accordance with institutional policies, procedures, and governance requirements.
• Coordinating system-related activities associated with new programmes, curriculum amendments, programme discontinuations, and other academic structure changes.
• Liaising with faculties, academic departments, support divisions, and relevant stakeholders regarding academic structure requirements and system updates.
• Conducting data verification, validation, reconciliation, and quality-control checks.
• Identifying and resolving discrepancies or system-related issues affecting academic structures.
• Maintaining appropriate records and documentation relating to academic structure changes and approvals.
• Providing reports and information relating to academic structures as required by management and relevant stakeholders.
• Supporting the implementation, testing, and enhancement of systems and processes relating to academic structure administration.
• Assisting with user acceptance testing and validating system changes affecting academic structures.
• Providing guidance and support to users on relevant academic structure processes and systems.
• Contributing to the continuous improvement and standardisation of academic administration processes.
• Performing any other duties appropriate to the position as assigned by the relevant manager.

Minimum requirements

• A Degree or relevant qualification (NQF level 7) in Information Management, Public Administration, Public Management and Governance or a related field.
• 3 to 5 years' relevant experience in student administration, academic administration, academic systems, registration, graduation, curriculum administration or system coordination.
• Experience working with student information or academic administration systems.
• Experience in academic structure management, data quality assurance or system configuration.
• Strong data management and analytical skills. 
• Proficiency in Microsoft Office, particularly Excel.
• Experience within a higher education environment is highly advantageous.

Competencies and Behavioural Attributes:

• Systems thinking and analytical ability
• High levels of accuracy and attention to detail
• Planning and organisational skills
• Problem-solving and decision-making
• Stakeholder engagement
• Process and data management
• Service orientation
• Effective communication
• Ability to work under pressure and meet deadlines
• Integrity and confidentiality
• Continuous improvement mindset

Recommendations:

• Honours’ degree (NQF level 8) in Information Management, Public Administration, Public Management and Governance or a related field.
• Experience with registration and/or graduation processes will be advantageous.

Deadline:30th October,2026