Lefa Legalamitlwa
Records And Operations Professional
Cape Town
Summary
Experienced Records Management Professional with over 10 years of experience in developing and implementing effective records management programs with proven abilities to implement electronic document management systems. Skilled in integrating new technologies, training staff and providing high-level customer service.
Overview
12
12
years of professional experience
Work History
Deputy Manager: Academic Records and Operations
University of Cape Town
08.2022 - Current
- Line management experience of 5 permanent staff members and approximately 15 temporary staff members during office peak periods
- Manage and oversee the staff and operations of the Student Records Office
- Extensive PeopleSoft experience: introduction of new workflows and conduct testing of new and improved system processes
- Responsible for improving and revising processes in the Office of the Deputy Registrar
- When required, participate in strategic planning and project management
- Manage various projects and operations as requested by the senior management
- Maintain accurate records and report on statistics as required by senior management
- Keep abreast of trends relating to the Council on Higher Education (CHE) to ensure compliance and improvement to the University processes
- Oversee, review, and sign off the reconciliation of all the records during an academic calendar
- Manage short course administration and course approval processes across the University
- Manage and coordinate the development of university handbooks (Yearbooks) across all faculties and non-faculty departments
- Responsible for exploring and targeting digital solutions (systems) to improve and facilitate efficiency to the University stakeholders
- Analyzing operational data and maintaining efficient service delivery
- Manage the budget, forecasting, and financial planning for the Student Records Office
- Manage expenditure of the facilities, stationary requirements, software applications
- Manage the processing of annual Readmission Appeals Committee including the review of student appeals in collaboration with faculties
- Submit written communications, reports, and documents for the office of the deputy registrar as and when required
- Collaborating with executives and creating operational policies and procedures where necessary
- Monitoring whether the policies and procedures are followed throughout the relevant departments
- Developed strong relationships with stakeholders to facilitate smooth communication and project completion.
- Manage the distribution and compiling of statistical reports to the Executive Management: Deputy Vice-Chancellor: Teaching and Learning
- Develop and enforce standard operating procedures, rules, policies, and regulations
- Provide system support and policy guidance to the faculties and departments regularly
- Chair of the Short Course Working Group – A committee responsible for short course administration and compliance
- A member of the transformation committee to improve Employment Equity targets
Coordinator: Graduation Ceremonies, Inaugural addresses, and Client Services
University of Pretoria
08.2016 - 07.2022
- Line management experience of 6 permanent staff members and 10 temporary staff members during office peak periods
- Manage the budget, forecasting, and financial planning for all the events for the year- graduation ceremonies, inaugural addresses, service providers, and the verification office
- Manage and submit the project plan for all the Departmental annual events for approval
- Communicate and liaise with Deans and Executive with regards to Graduation ceremonies and platform scripts
- Organize and conduct training for all personnel and newly recruited temporary staff for all the upcoming events
- Conduct and complete performance reviews annually
- Manage and resolve client conflicts immediately
- Manage the recruitment of temporary staff; Providing leadership to central office and faculties where required
- Manage the graduation and Inaugural addresses ceremonies
- Manage the distribution and compiling of statistical reports to the Executive Management and service providers
- Manage Protocols effectively during each event
- Monitor academic records fraud causes as reported to the Investigations Unit.
- Manage multi-layered projects and communications through effective Software Systems
- Manage the certification and verifications processes
- Manage all record keeping and filing for the department
- Develop effective communication platforms for clients and staff
- Continuously draft operating procedures in line with current regulations especially
Administrative Officer: Academic Programmes and Scheduling
University of Pretoria
07.2015 - 07.2016
- Managing schedules through Syllabus Plus for effective timetables for University Campuses
- Submit drafts/final timetables and implement changes requested by the faculties and departments
- Provide an enquiry and information service in conjunction with Student Services Centre and Faculty Administration
- Effect and verify all required changes to the Course
- Catalogue (Scheduling System);
- Create, amend, and improve new modules
- Coordinate communication between the examination scheduling office and internal/external stakeholders
- Completed paperwork, recognizing discrepancies, and promptly addressing for resolution
- Developed and implemented performance improvement strategies and plans to promote continuous improvement
- Identified issues, analyzed information, and provided solutions to problems
Administrative Officer: Registration and Training Processes
University of Pretoria
06.2013 - 06.2015
- Manage approximately 15 student assistants and temporary staff
- Coordinate and arrange yearly registration workshop
- Coordinate training session/workshop for student assistants
- Coordinate all activities for the student registration help center
- Coordinate with the relevant individuals with regards to updating and maintenance of training manuals
- Compile training schedules in consultation with the Manager
- Submit accurate quarterly report on training processes
Education
Master of Philosophy - Digital Curation – Candidate
University of Cape Town
Drupal for Content Managers - Short Course
University of Cape Town
Program Diploma - Project Management (online)
INTERNATIONAL BUSINESS MANAGEMENT INSTITUTE
Bachelor of Commerce (honors) - Business Management, Marketing Management and Sports Management
UNIVERSITY OF PRETORIA
Bachelor of Commerce - Business Management, Marketing Management and Sports
UNIVERSITY OF PRETORIA
Skills
Website content management
Budgeting and finance
Procurement processes
Recruitment & Selection
Records management
Committee servicing
Communication skills
Report writing
Presentation skills
Microsoft Office suite
Stakeholder Management
Process and procedure development
Staff training and development
Customer relationship management (CRM)
Project management abilities
Affiliations
Associate Membership Certificate: Association for Academic Administrators (AAA)
Timeline
Deputy Manager: Academic Records and Operations
University of Cape Town
08.2022 - Current
Coordinator: Graduation Ceremonies, Inaugural addresses, and Client Services
University of Pretoria
08.2016 - 07.2022
Administrative Officer: Academic Programmes and Scheduling
University of Pretoria
07.2015 - 07.2016
Administrative Officer: Registration and Training Processes
University of Pretoria
06.2013 - 06.2015
Drupal for Content Managers - Short Course
University of Cape Town
Program Diploma - Project Management (online)
INTERNATIONAL BUSINESS MANAGEMENT INSTITUTE
Bachelor of Commerce (honors) - Business Management, Marketing Management and Sports Management
UNIVERSITY OF PRETORIA
Bachelor of Commerce - Business Management, Marketing Management and Sports
UNIVERSITY OF PRETORIA
Master of Philosophy - Digital Curation – Candidate
University of Cape Town