Admissions Assistant Job at East Central and Southern Africa Health Community

RESPONSIBILITIES:

Management of Trainees’ Program Entry (Registration):

1. Responsible for all programme entry applications (MCS and FCS)
2. Responsible for timely announcement of all registration notices and deadlines
3. Receives all registration applications
4. Seeks approval from the Country Representatives and Programme Directors.
5. Support the Finance officer in following up on payments upon approval of the applications by the Country Representatives.
6. To finalize applications of trainees upon receipt of confirmation of payment from the Finance

Officer and update the system

• Produce and distribute Trainee identification numbers and update all trainees’ records accordingly.
• Assign Programme Entry Numbers (PEN) to new trainees
• Share the final list of all approved newly enrolled trainees
• Maintain accurate up-to-date records of Programme entry and trainees enrolled in the programme, using data systems to ensure efficient and effective management and reporting of data when needed
• Attend to Programme Entry queries and any other general queries from trainees and trainers as they may arise.
• To develop reports upon closure of Programme Entry window
• To facilitate the creation of MCS and FCS New trainees’ logins for all E-learning n. Platforms
• In liaison with the Academic/Records Officer, communicate with Alumni for lost degrees, transcript generation
• Handle Trainee transfers from one site to the other in liaison with the Country Reps and ECC Chair.

Examination Support

• Assist in Part I and Part II exams of the College as requested by the Senior Examination Officer or the CEO. This may involve travel.
• Responsible for timely announcement of all registration notices and deadlines
• Receives all examination registration applications
• Seeks approval from the Country Representatives and Programme Directors.
• Support the Finance officer in following up on payments upon approval of the applications by the Country Representatives.
• To finalize applications of examination candidates upon receipt of confirmation of payment from theF inance Officer and update the system
• Maintain accurate up-to-date records of exam candidates enrolled in the programme, using data systems to ensure efficient and effective management and reporting of data when needed
• Submits the final list of exam candidates to the examinations officer
• Contribute to the operational management of the central examinations team and take responsibility for overseeing the examinations on a designated examination site.
• Disseminate information to trainees and examiners to ensure that they are aware of and comply with examination procedures and regulations.
• Supports the senior examination officer to coordinate the confirmation of candidates sitting for exams.
• To support the production of reports upon closure of registration window
• Respond to registration queries as they may arise.

As part of the wider role within the College, the Admission Assistant will also:

• Work as part of the wider team to support other people at busy times as well as participate in secretariat collective activities including:
• Development and implementation of strategic plans
• Annual Workplan and budgeting
• Proposal development
• Engage actively in the performance review process
• Comply with any reasonable requests from the CEO to undertake other work
• To attend other administrative activities as requested

Qualifications and Work Experience

• Bachelor of Business Information Technology
• A Master’s Degree in Management Information Systems is an added advantage
• Digital Management of trainees/student enrolment and examination processes is highly desired
• A qualification in an Education Management IT Programme will be an added advantage

Work Experience and Knowledge

• At least 5 years of relevant, progressive experience in Big data management and analysis
• At least 3 years of Data engineering, design and maintenance of data systems and databases.
• Working knowledge of student/trainee information management system
• Dashboard design for data visualization, analytics and reporting.
• Demonstrated track record and experience in the development, planning, implementation of IT/Data Management Projects
• Experience and sensitivity to working with people from a wide range of cultures and ability to collaborate effectively across departments and organizations
• Capacity to manage a busy office and coordinate with various offices
• Good working knowledge of standard IT systems and databases
• Experience in developing and implementing systems and processes