Academic Support Co-ordinator

3 weeks ago

Cape Town, South Africa Vega School Full time

**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.

**Education**:
Minimum of a National Diploma/Advanced Certificate (NQF Level 6).

Advanced Diploma or Degree (NQF Level 7) advantageous.
- Functional Competencies:_
- 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

**Work Experience**:
Minimum of two years administrative experience, ideally within a tertiary academic environment.

**Key Performance Areas**:
Academic Department Administrative Support:

- Responsible for the day-to-day administrative support of the campus Academic department across all Programmes.
- Generates accurate employee lists 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 Head: Academic in managing the Lecturers queries 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 Head: Academic guidelines. Timetables are reviewed and approved by Head: Academic, thereafter finalising the timetables to hand over to the Operations team.
- Liaises with appointed student tutors to develop and maintain their timetables.
- Provides APS training and support to new lecturers 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 HR to advertise campus 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 HR the details to draw up the relevant Independent Contractor Agreements and related Annexures.
- Collaborates with HR on the Independent Contractor 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 HR 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 Head: Academic.
- Works with the Academic Department in driving Independent Contractor evaluations.
- Liaises with other campuses on marking requests and and updating the invoice request sheet.

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.

**Working Conditions**:
Campus Environment

Must be able to work evenings and Saturdays when required.

Equity State

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