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Academic Administrator

Academic Administrator

ADvTECHZA
25 days ago
Job description

Job title : Academic Administrator

Job Location : KwaZulu-Natal,

Deadline : October 04, 2025

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Job Description

Key Purpose Statement

  • The Academic Administrator role was created to provide professional and efficient assistance.

    • Key Responsibilities :

    ADvTECH IT Liaison for academic system support and School academic system support

  • ADvTECH IT liaison for upgrades, manual and query support to the community.
  • Distribution of new manuals and communication of system changes and upgrades.
  • Assist with ADvTECH IT queries, responses and changes to be made.
  • Liaise with ADvTECH IT, Toddle and / or TEAMS on system changes and complete change request forms.
  • Assist with parent queries and profile changes and updates related to STASY, Toddle and TEAMS or any other management systems used by Crawford International.
  • Communication system upgrades and changes made by ADvTECH IT to the learning community.
  • Assist parent with all STASY, Toddle and / or TEAMS queries and access control if required. (including assisting parents with updating personal details and accessing of reporting etc. )
  • Resetting passwords for parents on all management systems and do applications for of students whose parents are unable to do the application online.
  • Creation and maintenance of student access rights to the academic platforms
  • Keeping a log of system issues and system change requests.

    • User role allocation, implementation and training of new and current users.

  • Allocation of users according to their roles.
  • Training of new staff, parent and student users.
  • Support to the learning community on using STASY, Toddle, TEAMS and / or any other management systems used by Crawford International.

    • Academic platforms (STASY, Toddle, Teams, Advlearn) - Academic reporting (for students & Brands)

    Create and maintain student academic master data

  • At the beginning of the year, academic set up of classes, subject and option allocation.
  • Checking teacher and student subject allocation and access to input information.
  • After new year re-registrations or new registrations, share the list of new registrations for music, aftercare and boarding with the relevant school staff (Music Department, aftercare supervisor).
  • Accurately capture the student’s academic records
  • At time of the student registration, ensure that certified copies from the previous schools’ report and academic record, where applicable, are kept in the student file.
  • Responsible for leading the Annual STASY / Management system rollover and re-registration process of all classes, subjects and school-related academic activities. It includes the update of the students statuses in STASY at year-end (grade promotion, deactivating of graduated grade 12, deactivation of students identified for Non-reenrolment in the new year)

    • Set up of markbooks and assessment events

  • STASY - setting up of Markbooks / Assessment Events
  • Allocation of weighting according to management plans.
  • STASY - Printing of Draft teacher comments.
  • STASY -  Printing of Draft reports for the SMT.

    • Input of assessment criteria, outcomes and indicators required per school

  • STASY - Input of Marks / Indicators / Effort Indicators.
  • STASY - Input of teacher comments and subject comments.
  • STASY – Assist with inputting of marks for certain teachers and deputies

    • Attending to all reporting tasks and queries related to the administration of reports

  • STASY -  Printing of Draft teacher reports
  • Toddle / TEAMS – Set up, data input and reporting on all student management systems.
  • STASY – Printing of subject ranking for Deputies.
  • STASY – Printing of improvement ranking for Deputies.
  • STASY - Printing of ranking reports for Awards and celebration assemblies.

    • Target-driven reporting and data analysis as required

  • Pulling Data from all management systems used to navigate teaching and learning.
  • Look at stats of various data and report back on the trends occurring that are of value to Crawford International academics.
  • STASY / other management systems - Check in and communicate with deputies regarding failures and subject related concerns.
  • Gather data from all management systems, analyse it and then translate the results into non-technical language for the academic learning community to understand.
  • Using diagnostic, descriptive, predictive and prescriptive analytics to feed back to the Academic department in order to bring increasing value to Crawford International, as a Brand.

    • STASY – maintenance of student and parent record and registrations Other School Administration Duties

  • Assist students and parents for changes and updating of documents and personal details on all SIS and Academic systems.
  • Capture in STASY the aftercare and music registrations which were not recorded at the beginning of the year at the time of re-registration or registrations
  • Weekly : based on report downloaded from the Crawford website registration portal
  • Ad hoc : based on requests from parents or school staff
  • Responsible for deactivating students in STASY timeously when they leave the school, based on the student withdrawal form received from the CXO and Bursar
  • Responsible for capturing in STASY the de-registrations of aftercare / music services
  • Manage student transfers to and from Crawford (identify them in STASY and prepare documentation pack for transfers)
  • Performing physical verification on a monthly basis of the accuracy of the STASY list of registrations (“bums on seat count” to be compared to STASY) for tuition, music, aftercare and boarding. If STASY data corrections are highlighted, perform the registration / de-registration corrections in STASY.
  • Report on STASY data accuracy twice a month to the Brand Office. Attend to Brand Office queries relating to STASY data accuracy (including discrepancy vs Bums on seat verification)
  • Responsible for putting students flagged for financial suspensions on financial hold in STASY

    • Other School Administration Duties

    School newsletters and communication

  • Newsletters on Sway for parents – design and distribution.
  • Support and work closely with your campus CXO and AC to support and ensure the flow of communication to the entire learning community from both a         marketing and academic perspective.
  • Communication to parents regarding school communication via email and sms.
  • Communication to staff on system changes, updated manuals and any other form of comms from STASY, Toddle and / or TEAMS
  • Academic awards and certificates
  • Finance department liaison – Billing Start / End, Service Billing Start / End, Deactivation of Students
  • Commitment and support to the CXO and AC for each individual campus

    • Qualification

  • Grade 12 plus Office / IT diploma / qualification, IT competence level - intermediate

    • Experience

  • 1year Administration and School specific / parent liaison function

    • Deadline : 5th September,2025

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