Senior Academic Support Coordinator

Direct Reporting Line Head: Academic Emeris consolidates resources and expertise from IIE Varsity College, IIE MSA, IIE‑Vega School, and IIE School of Hospitality & Service Management, ensuring a consistent standard of excellence in teaching, learning, and student support. Senior Academic Support Coordinator – Emeris Pretoria Campus Duties and Responsibilities Academic Department Administration and Support Provide administrative support to the allocated Faculty or School regarding Student Tutors. Use institutional platforms and communication channels to promote student performance in the assigned academic department. Prepare and collate documentation required by PULSE and Group Internal audits. Participate in student retention initiatives during registration, which may include calling, tracking, and academic counselling of students. Accurately capture and track information required by IIE026 and other relevant policies, including SITS (Student Intervention Tracker) and ATT (Academic Training Tracker) entries. Attend academic department meetings and share accurate minutes in a timely manner. Capture student notes in the student information management system when required. Independent Contractor and Fixed‑Term Lecturer Administration and Support Manage day‑to‑day administrative tasks for the campus Fixed‑Term and Part‑time Lecturer team within the assigned Faculty or School. Address or direct Fixed‑Term and Part‑time Lecturer queries promptly. Monitor lecturer administrative performance, ensuring timely submission of timesheets and documentation aligned with audit requirements and company policy. Track lecturing loads and flag lecturers nearing maximum permissible hours to the campus Faculty Head and/or Head: Academic. Notify relevant lecturers promptly of any changes that may affect their modules/programmes. Support the campus Faculty Head(s) and/or Head: Academic in filling lecturer gaps before each semester starts, including advertising vacancies, screening applications, setting up interviews, and attending mock lectures. Apply for academic CESM (Classification of Educational Subject Matter) approval on the HR & Payroll system to obtain lecture approval prior to commencement. Prepare contracting information before any Independent Contractor or Fixed‑Term Contract Agreements are issued, including MIE checks, JHRO support, and accurate contracting grids. Provide the JHRO and Shared Services Team with timely lecturer workload and contracting information. Collaborate with JHRO and Shared Services on the Independent Contractor appointment process to ensure audit and policy requirements are met before agreements are issued. Act as first‑level approver for lecturer timesheet approval in the HR & Payroll system, checking monthly to ensure all timesheets are approved before deadlines. Support Part‑time and Fixed‑Term Lecturers in claiming processes to ensure timely claims. Communicate module allocation and lecturer details promptly to stakeholders for institutional email and system access setup. Support new lecturer onboarding, induction, and orientation sessions, including invitation and attendance follow‑up. Provide administrative support for contracting Student Tutors as required. Academic Projects/Initiatives and Quality Assurance Administrative Support Support QA processes and evidencing within the allocated Faculty or School. Assist in implementing and maintaining academic projects and initiatives within the allocated Faculty or School. Team Support and General Provide training and support to newly appointed Academic Support Coordinators. Coordinate the implementation and oversight of academic projects and initiatives across the Faculty and Schools. Identify areas for improvement in Part‑time and Fixed‑Term Lecturer contracting, payroll processes, and administration. Enhance alignment and consistency in QA processes across the academic departments. Resolve day‑to‑day challenges faced by the Academic Support Coordinator team, and facilitate regular focus group sessions to propose improvements. Ensure all campus and national trackers are current and accurate at all times. Collaborate with the team and campus stakeholders to meet academic project deadlines set by the National office or Head: Academic. Assist campus Faculty Head(s) and/or Head: Academic in coordinating academic workshops and events. Provide ad‑hoc student and campus support, including class visits, graduation, and open days. Comply with The Protection of Personal Information Act (POPIA) legislation relevant to the role. Competencies Required Advanced Administrative & Organizational skills Computer and System Proficiency Problem Solving Advanced Communication Time Management & Prioritization Leadership Minimum Qualification Requirements Minimum of a National Diploma / Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) is ideal. Minimum Work Experience Requirements Minimum of 3 years administrative experience within a tertiary academic environment. Working Hours Monday to Friday: 08h00 to 17h00 Salary Competitive salary commensurate with experience. Benefits Lifelong learning opportunities through LinkedIn Learning subscriptions. Staff and family discounts on educational programs within our brand portfolio. Incentive bonus structure based on performance and achievement of goals. Provident fund contributions, including Death & Funeral Cover, to support financial well‑being and future planning. Birthday vouchers to celebrate your special day. Competitive annual leave allowance for well‑deserved time off and rejuvenation. Application Response Due to the high volume of CVs received, personal contact may not be feasible for all applicants. Only candidates whose qualifications and skills closely align with the position requirements will be contacted for interviews. Technical Support For technical difficulties applying for the position, please use the following URL for further assistance: Emeris is an Equal Opportunity Employer. Preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or place the vacancy on hold at any time, without prior notice. #J-18808-Ljbffr