Graduation and Certification Coordinator

at Jb Skills
Location Cape Town, South Africa
Date Posted Jul 28, 2021
Category Other / General Jobs
Job Type Full-time


The Position
The position of Graduation and Certification Coordinator is responsible for ensuring the timeous and accurate ordering and distribution of certificates and academic transcripts for all qualifications, short courses, and all other adhoc certificates in accordance with the Milpark Certification Process and Policy. The Graduation and Certification Coordinator is required to plan and organise all aspects of graduations whether public or client related. The Graduation and Certification Coordinator is to ensure that all qualification verifications from external verification bodies are timeously and accurately verified.

•Adherence to Certification Processes for accurate printing, recording and storage of all certificates.
•Processing and administration of all Milpark certificates including distribution of certificates to students within the predetermined turnaround time.
•Ordering of certificates and Academic Transcripts for printing with external printers, ensuring that the printed certificates and academic transcripts are accurate in their information and timeously received from the printer for distribution.
•Ensure safe, secure and accurate storage of all printed certificates and academic transcripts stored on site.
•Prepare and coordinate the corporate certificate requests from Commercial team.
•Monitor certificate stock and academic transcript stationary stored at the printer.
•Prepare certificates for despatch to graduates.
•Processing, administration and invoicing of student certification documentation and special application forms including, but not limited to:
oAcademic Transcripts
oReissue of Certificates
oCertificate courier application forms
oInternational courier request quotations, invoicing and distribution.
oSigned certificate collection forms
•Processing and administration of student Letters of Completion.
•Plan, organise and administer the Milpark and corporate client graduation ceremonies.
•Coordinate all aspects of the graduation in conjunction with events company.
•Ensure administration processes are accurate, administered correctly and within laid down procedures and turnaround times.
•Accurate and timeous compilation of report requests.
•Excellent student and/or client support (telephonic, email, web) for all certification, graduation, and other Student Processing departmental activities.
•Verification of Milpark qualifications including WES verification requests. Ensuring all POPI requirements are met before verification takes place.
•Manage all Graduation and Certification external providers/third parties to ensure quality delivery of services to Milpark.
•Manage all email queries from students, third-parties and Milpark staff ensuring a timeous and accurate response within predetermined turnaround times.
•Optimise efficiency within the department (manage and limit costs, telephone usage, internet, etc)


Education & Experience Requirements

•Minimum Matric (NQF 6 Tertiary qualification preferred)
•Intermediate proficiency in Microsoft Office programmes
•Minimum of 5 years administration experience
•Events planning experience advantageous
•Experience in a deadline driven environment

Behavioural Competencies
•Alignment to the behaviours as defined by Milpark’s Values (see above)
•An understanding of our product and programme requirements
•An understanding of all related policies, procedures and processes including POPIA.
•Ability to effectively plan and organise workload to optimise efficiency.
•Solution orientated/problem solving ability.
•High levels of accuracy and attention to detail.
•Ability to multi-task in a high intensity environment
•Ability to work in a highly pressurised environment
•Aptitude for learning new skills and systems and adapting to change
•Computer literacy especially in Microsoft Office programmes
•Excellent verbal written communication skills i.e., telephone etiquette and customer skills with the ability to listen and talk in a good manner.
•Knowledge of the filing systems and computer packages used
•Analytical ability.
•Solution orientated.
•High level of accuracy.
•Ability to listen and talk in a good manner
•Ability to plan and produce working planning documents.
•Ability to multi-task
•Ability to work in a highly pressurised environment
•Availability to travel for weeks at a time especially during graduation

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