Administrator: Internationalisation (P13)

Purpose

The International Office Administrator plays a pivotal role in the day-to-day operation of the university's International Office, supporting international student recruitment, student mobility programmes, partnership administration, and visa compliance. This position serves as a first point of contact for prospective and current international students, academic staff, partner institutions, and external agencies.

The post-holder will provide high-quality administrative support across all functions of the International Office, ensuring efficient processing of applications and correspondence, accurate maintenance of records, and adherence to relevant immigration regulations, university policies, and data protection legislation. The role demands a proactive, culturally aware professional who thrives in a fast-paced, multi-stakeholder environment

Minimum requirements

• A relevant undergraduate degree (NQF 7) in Administration, International Relations, Business, Humanities, Development Studies, or a related field,
• At least 2-3 years' experience in an administrative role, ideally within a university, college, or international education context,
• Working knowledge of international student recruitment, admissions processes, or student visa/immigration compliance procedures,
• Proficiency in standard office software (Microsoft Office Suite: Word, Excel, Outlook, PowerPoint) and ability to work with student information or CRM systems,
• Strong written and oral communication skills in English, with experience drafting professional correspondence.
• Demonstrated ability to manage competing priorities, meet deadlines, and maintain high accuracy under pressure.

Recommendations

• Postgraduate qualification (NQF 8) in International Education, Higher Education Administration, or a related field.
• Experience working with student record systems such as SITS, Banner, PeopleSoft, or ITS.
• Experience administering funded mobility programmes (e.g., Turing Scheme, Erasmus+, Fulbright Program, or bilateral scholarships).
• Proficiency in one or more languages in addition to English.
• Experience working with or within international partner institutions, government agencies, or education agents.
• Familiarity with immigration compliance obligations for international students in the relevant national context.

Duties and Responsibilities

1. International Student Administration & Enquiry Management

• Serve as the primary point of contact for international student enquiries via email, telephone, in-person, and online portals.
• Process and track applications from prospective international students, ensuring accurate data entry into the university's student information system (e.g., ITS).
• Coordinate pre-arrival communications including offer letters, acceptance procedures, pre-enrolment documentation, and welcome information packs.
• Liaise with faculties and departments to progress applications and resolve any outstanding admission requirements.
• Maintain up-to-date and accurate student records in compliance with POPIA, or other applicable data protection legislation.
• Assist students with registration, induction, and orientation activities.

2. Visa and Immigrations' Compliance Support

• Support the administration of the university's student visa sponsorship obligations in compliance with national immigration regulations (e.g., South African DHA study permit processes, or equivalent).
• Issue or coordinate the issuance of formal documents required for visa applications, including Confirmation of Acceptance for Studies, acceptance letters, financial letters, and enrolment certificates.
• Maintain accurate sponsor management system records, including contact details, enrolment status, attendance, and course changes.
• Monitor and report on changes in student circumstances that trigger compliance obligations (e.g., suspensions, deferrals, course transfers, withdrawals).
• Assist with preparation for internal and external immigration compliance audits.
• Stay current on relevant immigration legislation and policy changes; communicate updates to internal stakeholders as appropriate.

3. International Partnership & Agreement Administration

• Maintain the university's register of international partnership agreements (MOUs, exchange agreements, dual-degree frameworks), ensuring records are accurate, current, and stored securely.
• Coordinate the lifecycle administration of partnership agreements, including tracking expiry dates, initiating renewal processes, and circulating documents for signature.
• Liaise with partner institutions internationally regarding exchange nominations, mobility quotas, course approvals, and student placement logistics.
• Support the organisation of inward delegations and international visits, including scheduling, logistics, hospitality coordination, and preparation of briefing materials.
• Assist senior colleagues with the development of new partnerships through background research, draft correspondence, and maintenance of a partner contact database.

4. Mobility Programmes (Study abroad and Exchange)

• Administer outgoing and incoming staff mobility activities, including teaching visits, research exchanges, training visits, short-term fellowships, and professional staff development mobility.
• Coordinate nominations, invitations, acceptance letters, travel documentation, itineraries, and pre-departure information for staff mobility participants.
• Liaise with faculties, departments, HR, Finance, Legal, and partner institutions to ensure staff mobility is properly approved, recorded, and aligned with institutional policies.
• Support visiting scholars and international staff visitors with invitation letters, visa-support documentation, accommodation referrals, campus access, orientation, and logistical arrangements.
• Maintain accurate records of staff mobility flows, including purpose of visit, partner institution, duration, funding source, outputs, and reporting requirements.
• Support the administration and reporting of funded staff mobility schemes, including Erasmus+, bilateral agreements, SANORD/SASUF opportunities, and other international partnership programmes.
• Collect evidence of mobility outcomes, such as teaching contributions, joint publications, curriculum development, research collaboration, grant development, workshops, and partnership strengthening.
• Maintain a mobility calendar covering student and staff application deadlines, nomination periods, reporting dates, and funding calls.

5. Recruitment and Marketing Support

• Support the coordination of international student recruitment activities including open days, agent briefings, and virtual information events.
• Assist with the preparation of international marketing materials, country-specific information sheets, and digital content updates for the university's international web pages.
• Maintain and update the international recruitment database, tracking enquiries through the recruitment funnel and producing conversion reports as required.
• Liaise with international education agents, ensuring they have current institutional information and that agent agreements are properly administered.
• Respond to requests for course information, entry requirements, scholarship opportunities, and campus life from prospective international students and their families

6. Financial Administration

• Process financial transactions relating to the International Office, including purchase orders, supplier invoices, travel expense claims, and scholarship disbursements.
• Monitor budget lines assigned to specific programmes or activities, flagging variances to line managers.
• Maintain accurate financial records and support preparation of budget reports for internal management and external funders.
• Act as Purchasing Card (P-Card) holder or delegate where required, in accordan