Academic Support Co-ordinator

1 week ago

Midrand, South Africa IIE MSA and IIE Varsity College Full time

**Direct Reporting Line**:
Manager : Online Teaching and Learning***

Varsity College 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's Varsity College Online Centre campus has a vacancy for an Academic Support Co-ordinator. This position can be based at Waterfall National Office (Midrand), Cape Town National Office or Durban National Office.**

**Duties and Responsibilities**:
**Academic Department Administrative Support**
- Responsible for the day-to-day administrative support of the Online Academic department across all School/s and Programmes.
- Compiles, manages and distributes academic reports as required by the Online Centre Academic School/s.
- Captures student notes in the academic system as and when required.
- Collaborates with other members of the Academic team (and other departments when applicable) to prepare for, and meet the requirements for the campus PULSE and Groups Internal Audits.
- Provides academic and administrative support during the VC Online Centre registration period, including calling for student retention initiatives.
- Supports the Manager: Online T&L 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.
- Meets project deadlines as determined by the National office and/or the Head: Academic.

**Independent Contractor (Lecturer) Administration Management**
- Responsible for day-to-day administrative management of the Online Centre (Online Tutor) team within the relevant School/s.
- Supports the Programme Manager/s in managing the Lecturers and addresses or directs their queries timeously and accurately.
- Monitors the OT's administrative performance, for example: the timeous submission of timesheets and documentation aligned with audit requirements and company policy.
- Captures information on the Direct Student Engagement (DASE) tracker and ensures that this tracker is kept up-to-date and accurate at all times.
- Manages OT loads by way of monitoring module allocations i.e Direct Academic Student Engagement tracking (DASE/no-DASE) to ensure the permissible maximum hours are adhered to and are exceeded.
- Manages and notifies the relevant lectures of any changes that may affect their designated programmes.
- Collaborates with relevant parties (Manager: Online T&L ) to advertise programme OT vacancies.
- 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 Junior HR Officer: Academic the details to draw up the relevant Independent Contractor related Annexures.
- Collaborates with the Junior HR Officer: Academic on the OT appointment process to ensure that the 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 Junior HR Officer: Academic with relevant module allocations needed to complete the Independent Contractor Agreements and associated Annexures.
- First level approver for the OT timesheet approval process on the HR & Payroll system.
- Check timeously in the HR & Payroll system on a monthly basis in accordance with the payroll deadlines to ensure that all timesheets are approved and any queries are resolved before the timesheet cut off date.
- Works with Academic Department in driving OT evaluations.

**Campus Synergy & General**
- Assists the Academic department with the co-ordination of academic workshops when required.
- Addresses queries with the relevant National office Academic Support team members, and rolls-out directives or projects as and when required.
- Collaborates with all departments on campus to faceplate 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 able to handle pressure

**Minimum Education Requirements**:

- Advanced Diploma or Degree (NQF Level 7) advantageous

**Minimum Work Experience Requirements**:

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

**Working Conditions**:

-

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