Academic Events

Academic Events & Partnerships Co-ordinator Listing reference: manco_000543

Listing status:
Online

Apply by: 20 June 2024

Position summary Job category:
Others: Education and Training

Location:
Durban

Contract:
Fixed Term Contract

EE position:
Yes

Introduction MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available: Academic Events & Partnerships Co-ordinator - Durban

KEY RESPONSIBILITIES

• Academic Events
• Planning and Coordination
• Develop a comprehensive plan for the academic function, outlining the objectives, scope, budget, and timeline.
• Coordinate with relevant departments, faculty members, and staff to ensure seamless execution.
• Establish a clear communication plan to keep all stakeholders informed about the event's details
• People Management should there be expansion of the team

Budget Management:

• Create a budget for the event, including expenses for venue, equipment, catering, and any other necessary resources.
• Monitor expenses throughout the planning and execution phases to stay within the budgetary constraints

Guest and Speaker Management:

• Invite keynote speakers, guest lecturers, and other participants as required.
• Coordinate with speakers regarding their travel arrangements, accommodation, and presentation materials.

Program Development:

• Develop a detailed schedule or program for the academic function, including session topics, speakers, and breaks.
• Ensure that the program aligns with the event's objectives and is well-balanced in terms of content and timing.

Promotion and Marketing

• Collaboratewith the relevant departments for the creation of promotional materials such as flyers, posters, and online announcements to attract attendees.
• Utilize social media, email newsletters, and other communication channels to market the event.

Record Keeping & Post-Event Reporting

• Maintain records related to the event, including budgets, contracts, attendance lists, and evaluations for future reference
• Prepare a post-event report summarizing the event's achievements, challenges, and outcomes for institutional records and future planning.

Academic Activities Tour Planning and Coordination Plan and design the study tour itinerary, considering the educational objectives and interests of the participants. Ensuring recruitment targets are met Arrange transportation, accommodation, and meals for the duration of the tour. Coordinate with tour guides, experts, and local contacts to facilitate educational experiences. Budget Management

• Develop a budget for the study tour, including all expenses related to transportation, accommodation, meals, entrance fees, and educational materials.
• Monitor expenses and ensure that the tour stays within the allocated budget

Logistics Management

• Oversee logistics such as transportation arrangements (flights, buses, etc.), hotel bookings, and meal arrangements.
• Ensure all necessary travel documents, such as visas and passports, are in order for international tours.
• Be flexible and adapt to unexpected changes or challenges that may arise during the tour, such as weather-related issues or itinerary adjustments

Educational Content Development

• Collaborate with educators or subject matter experts to plan and curate educational content and activities during the tour.
• Prepare materials, readings, or presentations to enhance participants' learning experiences.

Participant Engagement

• Communicate with participants before and during the tour to provide information, updates, and guidelines.
• Foster a positive and inclusive group dynamic to enhance the learning experience.

Post-Tour Reporting

• Prepare a post-tour report summarizing the educational outcomes, challenges faced, and recommendations for future study tours.

Clear Objectives and Shared Goals:

• Undertake research and conduct benchmarking exercises to establish clear objectives and goals
• Ensure that all parties involved share a common understanding of what they aim to achieve.

KEY RESPONSIBILITIES

• Academic Events
• Planning and Coordination
• Develop a comprehensive plan for the academic function, outlining the objectives, scope, budget, and timeline.
• Coordinate with relevant departments, faculty members, and staff to ensure seamless execution.
• Establish a clear communication plan to keep all stakeholders informed about the event's details
• People Management should there be expansion of the team

Budget Management:

• Create a budget for the event, including expenses for venue, equipment, catering, and any other necessary resources.
• Monitor expenses throughout the planning and execution phases to stay within the budgetary constraints

Guest and Speaker Management:

• Invite keynote speakers, guest lecturers, and other participants as required.
• Coordinate with speakers regarding their travel arrangements, accommodation, and presentation materials.

Program Development:

• Develop a detailed schedule or program for the academic function, including session topics, speakers, and breaks.
• Ensure that the program aligns with the event's objectives and is well-balanced in terms of content and timing.

Promotion and Marketing

• Collaboratewith the relevant departments for the creation of promotional materials such as flyers, posters, and online announcements to attract attendees.
• Utilize social media, email newsletters, and other communication channels to market the event.

Record Keeping & Post-Event Reporting

• Maintain records related to the event, including budgets, contracts, attendance lists, and evaluations for future reference
• Prepare a post-event report summarizing the event's achievements, challenges, and outcomes for institutional records and future planning.

2.Academic Activities

• Tour Planning and Coordination
• Plan and design the study tour itinerary, considering the educational objectives and interests of the participants.
• Ensuring recruitment targets are met
• Arrange transportation, accommodation, and meals for the duration of the tour.
• Coordinate with tour guides, experts, and local contacts to facilitate educational experiences.

Budget Management

• Develop a budget for the study tour, including all expenses related to transportation, accommodation, meals, entrance fees, and educational materials.
• Monitor expenses and ensure that the tour stays within the allocated budget

Logistics Management

• Oversee logistics such as transportation arrangements (flights, buses, etc.), hotel bookings, and meal arrangements.
• Ensure all necessary travel documents, such as visas and passports, are in order for international tours.
• Be flexible and adapt to unexpected changes or challenges that may arise during the tour, such as weather-related issues or itinerary adjustments

Educational Content Development

• Collaborate with educators or subject matter experts to plan and curate educational content and activities during the tour.
• Prepare materials, readings, or presentations to enhance participants' learning experiences.

Participant Engagement

• Communicate with participants before and during the tour to provide information, updates, and guidelines.
• Foster a positive and inclusive group dynamic to enhance the learning experience.

Post-Tour Reporting

• Prepare a post-tour report summarizing the educational outcomes, challenges faced, and recommendations for future study tours.

3.

Partnerships & Collaboration

Clear Objectives and Shared Goals:

• Undertake research and conduct benchmarking exercises to establish clear objectives and goals
• Ensure that all parties involved share a common understanding of what they aim to achieve.

Agreements and Memoranda of Understanding (MOUs) · Create formal agreements or MOUs that outline the terms, responsibilities, and expectations of each partner · Annual target of 4 and 2 per bi-annum · These documents can help prevent misunderstandings and disputes and should be vetted by legal Networking Opportunities & Regular Meetings

• Provide opportunities for partners to network and build relationships with each other, as well as with other potential collaborators within and outside the partnership
• Schedule regular meetings, workshops, and conferences where partners can come together to discuss progress, share insights, and plan future activities. Diversity and Inclusion & Ethical Considerations
• Promote diversity and inclusion within the partnership to ensure a variety of perspectives and experiences are valued and contribute to the collaboration's success.
• Uphold ethical standards in all collaborative activities, including research ethics, data sharing, and intellectual property rights. 4.Social Purpose Committee Involvement & Advocacy and Awareness
• Serve on the committee on a need to be basis
• Participate in activities if and when time permits Innovation and Adaptation
• Be open to innovative approaches and adapt your strategies as needed to address changing circumstances or emerging needs within your target community. Collaboration and Partnerships
• Collaborate with other individuals, organizations, or entities that share your social purpose goals. Pool resources and expertise to amplify your impact.

Requirements of the Job Preferred qualification

• A relevant degree within events management

Technical ExperienceProject ManagementChange ManagementCustomer and Client RelationsPreferred experience · Mature candidates who have also gained several years' pertinent professional or industrial work experience.

• 2 years working experience in a similar environment

Essential Job Related Knowledge, Skills and Behaviour · High quality and current connections with industry and professional practice.

• An up-to-date knowledge and understanding of changing trends and requirements in the subjects' industrial and professional domains.
• Effective Communication:

Use appropriate media and methods to promote understanding to disseminate conceptual ideas.

• Teamwork:

Lead teams within areas of responsibility. Ensure that teams within the department work together. Act to resolve conflicts within and between teams.

• Problem solving:

Resolve problems affecting the relevant tasks.

• Decision making:

Make operational decisions

• Presenting and

Communicating Information:
Excellent verbal communication skills

• Writing and Reporting:

Excellent written communication skills; Demonstrate language proficiency to function optimally

• Applying Expertise and Technology: Utilize technology to achieve work objectives; gains job knowledge and expertise (theoretical and practical) through ongoing professional development

Special Conditions Attached to The Job

• Willingness to work when required on adhoc tasks
• Required to travel locally and internationally when necessary
• Must have own reliable transport and be willing to travel unaccompanied

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