Academic Support Co-ordinator - Durban, South Africa - Varsity College

Description

Direct Reporting Line:
Head: Academic

Vega School is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).

The IIE Vega, Durban Campus has a vacancy for an Academic Support Co-ordinator.

Job Purpose:
The Academic Support Co-Ordinator is responsible for the day to day administrative management of the campus academic team as well as academic administrative support to the Academic Co-navigator so that the academic team can focus on academic specific outputs in line with organisational goals.

Duties and Responsibilities:

Academic Department Administrative Support

• Responsible for the day-to-day administrative support of the campus Academic department across all Programmes
• Generates accurate navigator list needed nationally for campus teams, module merges and internal moderation
• Collaborates with other members of the Academic team (and other departments where applicable) to prepare for, and meet the requirements of the campus PULSE and Groups Internal Audits
• Provides academic and administrative support during the campus registration period, including calling for student retention initiatives
• Supports the Head: Academic with the Student Evaluation of Teaching (SETS) requirements
• Attends the Academic department meetings and records minutes at these meetings when required
• Assists with student disciplinary hearings as and when required. Acts as the Investigating Officer on student code of conduct issues, gathers information, prepares a report for campus management
• Meets project deadlines as determined by the National office and/or the Head: Academic

Independent Contractor (Lecturer) Administration Management

• Responsible for the day-to-day administrative management of the campus Lecturing (Independent Contractor) team
• Supports the ACN in managing the Lecturers and addresses or directs their queries timeously and accurately
• Monitors the lecturer's administrative performance, for example: the timeous submission of timesheets and documentation aligned with audit requirements and company policy
• Prepares provisional timetables based on ACN guidelines. Timetables are reviewed and approved by ACN, thereafter finalising the timetables to hand over to the Operations team to distribute
• Maintains timetables throughout the semester, such as scheduling catch ups or boosters
• Liaises with appointed student tutors to develop and maintain their timetables
• Provides APS training and support to new navigators and tutors
• Manages and notifies the relevant lecturers of any changes that may affect their designated programmes
• Collaborates with the relevant parties (Head: Academic, Programme Managers and the HR Navigator) to advertise campus navigator vacancies
• Provides first line screening support of navigator applications and sets up interviews for shortlisted candidates
• Attends mock lectures where required as part of the candidate screening process
• Applies for Academic (Classification of Educational Subject Matter: CESM) approval on the HR & Payroll System to determine what module/s each Independent Contractor is approved to lecture on, and ensures that approvals are awarded by the Central Academic Team (CAT) prior to giving the HR Navigator the details to draw up the relevant Independent Contractor Agreements and related Annexures
• Collaborates with the HR Navigator on the Navigator appointment process to ensure that the process is streamlined and all audit and policy/process requirements are met prior to any Independent Contractor Agreements being issued or work being offered or carried out
• Provides the HR Navigator with the relevant lecturing schedules needed to complete the Independent Contractor Agreements and associated Annexures
• First level approver for the Lecturer timesheet approval process on the HR & Payroll system
• Completion of SITS and Academic tracker from word documents supplied by ACN
• Works with the Academic Department in driving Independent Contractor evaluations
• Liaises with other campuses on marking requests and and updating the invoice request sheet
• Ensures that all new Lecturers are invited to attend the semester Induction and Orientation sessions as part of their onboarding proccess

Campus Synergy & General

• Assists the Academic department with the co-ordination of academic workshops when required
• Manage registered student events on campus with the assistance of the campus marketing coordinator. *Events may include, but are not limited to: Advisory Council Meetings, Fresh Cream, Agency / Industry days, , SLB / Student Forums, SLB student social events, Trailblazers, Midas touch / Vega talks, Portfolio Night, Brand Challenge, Brand Activation, Studio Week, Game/Design/Business Jams, Design, Graduation, Showcase, Navigator Workshops and others
• Collaborates with all relevant departments on campus to facilitate optimal performance within the portfolio or scope of duties
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the role

Competencies Required:

• Advanced administrative and organisational skills
• Computer and system proficiency
• Problem solving skills
• Advanced Communication
• Time management & prioritisation skills
• Best suited to a friendly, organised and methodical person who works accurately and is able to handle pressure

Minimum Qualification Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6). However, candidates in their final year of their studies (NQF Level 6) who are currently employed at the company will also be considered for the role
• Advanced Diploma or Degree (NQF Level 7) is advantageous

Minimum Work Experience Requirements:

• Minimum of two years administrative experience, ideally within a tertiary academic environment

Working Conditions:

• Campus Environment
• Must be able to work evenings and Saturdays when required for campus events

The IIE's Vega School is an Equal Opportunity Employer . However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act.