Junior Cancellations Administrator

Job Summary:

The Junior Cancellations Administrator plays a critical role in managing the financial aspects of cancellations

within the Finance Department. This position ensures accurate and efficient processing of cancellations, and

related documentation, while maintaining clear communication with students, faculty, and staff. The role is

essential to maintaining financial accuracy and compliance with institutional policies.

Main Purpose of the Job:

To provide administrative support to the Finance Department by processing cancellations, managing related

financial documentation, and ensuring compliance with cancellation policies. The role requires close attention to

detail and the ability to liaise effectively with multiple stakeholders, ensuring that all processes run smoothly and

efficiently.

KEY PERFORMANCE AREAS (KPAs)

The following are the primary areas of responsibility and their estimated percentage of time:

1. Cancellation Processing (45%)

2. Financial Documentation and Records Management (20%)

3. Student Support (15%)

4. Capturing and Data Analysis (10%)

5. Stakeholder Communication (10%)

KEY RESPONSIBILITIES

1. Cancellation Processing (45%)

• Manage the overall coordination of the cancellations process, ensuring all steps are completed accurately
• Handle administrative duties related to processing cancellation requests, including submitting cancellation forms to students and capturing/updating systems in line with institutional policies
• Ensure that cancellations are processed promptly and accurately, with all financial adjustments

accounted for and recorded on the system.

2. Financial Documentation and Records Management (20%)

• Maintain accurate records of all cancellations and related financial transactions.
• Ensure proper filing of all financial documentation for auditing and reporting purposes.
• Verify and cross-check financial data to ensure consistency and accuracy.

3. Student Support (15%)

• Serve as the first point of contact for student inquiries regarding cancellations.
• Provide clear and accurate information to students regarding their financial standing following a
• cancellation.
• Assist students in completing the necessary paperwork for cancellations and follow up on outstanding
• information.
• Provide feedback to students within 48 hours of receiving their initial cancellation request.
• Provide regular feedback on progress of the cancellation and status thereof
• Provide feedback to students on cancellation outcome once Cancellation Committee has deliberated a matter within 48 hours

4. Capturing and Data Analysis (10%)

• Monitor trends in cancellations to assist with financial forecasting and possible retention efforts
• strategies
• Support the Finance Team with ad-hoc reporting requirements.

5. Stakeholder Communication (10%)

• Engage with customers to address cancellation requests, handle inquiries, and resolve issues
• Liaise with other departments, such as Academics and Student Support Services, to ensure seamless
• cancellation processing.
• Communicate with faculty and staff to address any queries or issues related to cancellations.
• Work with external stakeholders, such as payment providers, where necessary

Requirements

REQUIREMENTS OF THE JOB

Qualifications

• A relevant qualification in finance, administration, or a related field
• Experience
• Minimum of 1.5+ years of administrative experience, preferably in a finance related role.
• Experience in managing financial records and stakeholder engagement is an advantage.

Skills and Competencies

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and financial management systems.

Strong organizational and attention-to-detail skills.

Communication Skills:

Excellent verbal and written communication skills for interacting with students, staff, and external stakeholders.

Problem-Solving Skills:

Ability to identify and resolve issues related to cancellations and financial discrepancies promptly.

Administrative Skills:

High level of accuracy in managing financial records and documentation.

Ability to manage multiple tasks efficiently in a fast-paced environment.

Customer service:

Strong customer service focus and the ability to handle client interactions with sensitivity and

professionalism.

Attention to detail:

A thorough approach with a keen eye for detail to ensure accurate processing and record-keeping.

Key Attributes

• Team-oriented with the ability to work independently when required.
• Commitment to maintaining financial accuracy and ensuring compliance with policies.
• Professional and ethical conduct with a focus on confidentiality.

Why Join Lyceum College?

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The successful candidate will have an opportunity to contribute meaningfully to the development of future business leaders while participating in curriculum innovation, academic governance, research and the continued enhancement of the College’s business provision.

This role is suited to an academic who is equally comfortable in the digital classroom, in programme leadership, in student support and within the regulatory and quality-assurance environment of higher education.

Only shortlisted candidates will be contacted.

Lyceum College reserves the right not to make an appointment. Appointment will be subject to the verification of qualifications, references, employment history and any other appropriate pre-employment checks.

Lyceum College is committed to employment equity and reserves the right to give preference to suitably qualified candidates in accordance with its Employment Equity Plan