Position Overview

The Manager / Assistant Manager, Centralised Administration Department (CAD), is responsible for overseeing and coordinating both End-of-Semester and Early-Semester academic administrative operations across all faculties, centres, and programmes.

This role ensures continuity of the academic lifecycle — from results processing and examination closure to student progression, course enrolment, and semester readiness — by enforcing timelines, ensuring data accuracy, and maintaining compliance with institutional, academic, and regulatory requirements.

Key Responsibilities

A. Early-Semester Operations (Semester Readiness)

1. Subject Group Capacity Mapping (SGCM) & Course Offerings

• Manage the Subject Group Capacity Mapping (SGCM) process, including faculty submissions and Academic Affairs verification.
• Oversee the List of Courses Offered process and verification as approved in official meetings.
• Ensure accurate upload of approved data into the student management system.

2. Student Progression Management

• Oversee the post-results student progression exercise in coordination with the System Team and faculties.
• Ensure progression data is completed, verified, and uploaded within stipulated timelines.

3. Course Enrolment / Registration

• Manage course enrolment templates and submissions from faculties.
• Ensure enrolment data accuracy prior to system upload.
• Coordinate corrections and re-uploads where required.

4. Credit Transfer Administration

• Oversee credit transfer (CT) cases submitted by faculties.
• Ensure academic approval is obtained prior to system implementation.
• Maintain proper documentation and audit trails.

5. Class Timetable Coordination (DTCT)

• Coordinate with Programme Coordinators, Schedulers, and faculties on timetable preparation.
• Ensure timely upload of approved timetables prior to semester commencement.

B. End-of-Semester Operations (Academic Closure)

1. Examination & Results Coordination

• Oversee the collection, verification, and submission of examination-related data from faculties.
• Coordinate the preparation and finalisation of examination timetables, where applicable.
• Ensure timely processing of results in collaboration with the Examination Department.

2. Broadsheet & Results Management

• Oversee the generation and verification of broadsheets for all programmes.
• Ensure data accuracy prior to submission for faculty review, SSCE, Senate, or Academic Board approval.
• Manage result amendments, verification requests, and related documentation.

3. Attendance & Academic Compliance

• Oversee the verification of class attendance records.
• Identify cases of non-compliance (e.g., insufficient attendance).
• Prepare and submit withheld results reports to the Examination Department.

4. Stakeholder Coordination

• Act as the primary liaison between CAD, faculties, Programme Coordinators (PC), Year Coordinators (YC), Admission & Records, Academic Management Department, and Examination Department.
• Disseminate end-of-semester timelines, templates, and reminders to all stakeholders.

C. Governance, Planning & Continuous Improvement

• Develop and enforce semester-based operational timelines (early and end-of-semester).
• Ensure compliance with academic policies, SSCE/Senate decisions, and regulatory requirements.
• Identify process gaps and recommend system or workflow improvements.
• Support audits, accreditation exercises, and management reporting.
• Prepare reports and conduct analysis on relevant operational areas as required.
• Perform other academic administrative duties as assigned by Management.

Key Competencies

• High level of accuracy and attention to detail
• Strong system literacy
• Confidentiality and data integrity
• Effective coordination and teamwork
• Strong time management and multitasking skills
• Thorough understanding of academic and examination policies

Core KPIs

Qualifications and Skills

• Minimum Bachelor’s degree in Administration, Education Management, or a related field.
• Minimum 2–3 years of experience in academic and/or examination administration.
• Strong organisational and coordination skills with high attention to detail.
• Proficiency in Microsoft Excel, student information systems, and database management.
• Excellent communication, documentation, and reporting skills.
• Ability to work under pressure and meet strict deadlines.