Academic Operations Administrator

6 months ago

Sandton, South Africa The Independent Institute of Education Full time

The IIE (Pty) Ltd is the registered provider of higher education which is delivered through the following educational brands: Varsity College, Vega School, Rosebank College and IIEMSA.

The Independent Institute of Education’s Central Academic Team (CAT) is responsible for the academic leadership and governance of the work done at the brands while each brand is managed as a business entity by its own divisional management team.

The IIE, as registered provider, has ultimate responsibility for registration, curriculum delivery,

assessment and certification of all education on these sites as well as for relationships with external partners particularly in the regulatory and accreditation arena.

The IIE operates through seven faculties and has established academic operations, compliance and academic leadership infrastructure and processes.

**The IIE’s Central Academic Team have a vacancy for an Academic Operations Administrator at The IIE’s offices based in Sandton.**

The IIE (Pty) Ltd is a wholly owned subsidiary of ADvTECH Ltd which is listed on the JSE.

**Reporting to**:
The Academic Operations Administrator will report directly to a Senior Operations Coordinator within the Operations Team.

**Job Purpose**:
The position is responsible for the delivery of allocated administrative tasks related to academic and operational delivery, which may include tasks associated to material development and delivery, briefing, moderation, graduation and support to the Student Hub Team. These tasks need to be delivered at agreed policy, process, system and quality levels, under the supervision of a Senior Operations Coordinator.

**Key areas of responsibility include**:
The Operations Team has multiple sub-teams and AOA’s work across these sub-teams and so their tasks may at different points in time involve any of the following responsibilities:
***Developer Briefing Administration**
- Receives modules from Senior Operations Coordinator.
- Sends briefing requests to Developers.
- Based on an approved development plan, completes contracts, annexures and briefing documents for the Developer.
- Creates an entry on the system and updates as it progresses.
- Sends templates and developer handbook to Developer.
- Follows up and receives signed documents back.
- Tracks according to due dates.
- Supports the Developer with any requirements he / she might have.
- Uploads onto the system for the relevant Project Coordinator to check if it meets the contract requirements.
- Begins the material delivery process after approval.
- Ensures that signed contracts and all Developer engagement documents are saved onto the internal space.
- Processes payments once the Head of Programme has approved material.
- Processes approved payments on invoices.
- Submits invoice, cover page and any other necessary documentation to Human Resources for payroll.
- Makes sure that all documents are available for the payment team.

**Material Delivery**
- Receives module tasks as per Standard Operating Procedure (SOP) to begin workflows for Head of Programme.
- Creates workflow and assigns to Head of Programme responsible for that module.
- Receives returned moderated and edited module work. Uploads to system so that it can be viewed for feedback. Receives feedback for action.
- Uploads and approves the final version for brands to print.

**Moderation Administration Instrument**
- Sends out report template with papers for moderation
- Receives all contract documents and invoice.
- Receives moderated papers and report and workflows this to Head of Programme for review.
- Saves to the correct space.
- Saves Moderator report back into the module space. Uploads moderated instruments for brands to print.

**Script**
- Receives all contract documents.
- Receives original scripts per lecturer per module via NMTS.
- Downloads the documents and / or chases it and follows up if not received on time.
- Reviews comments on the MCS, and sends to Head of Programme for verification and approval.
- Finalises payments for moderators.

**Student Hub Support**
- Provides administrative support for the Student Hub Team, which may include mapping of internal and external credits for approval.
- Drafting of outcome letters related to approved requests received on the Student Hub
- Provides further administrative support for queries received.

**Qualifications**:
**Experience**:

- 1 year administration experience in an education environment.
- 1 year proven record of coordinating the successful completion of projects.
- 1 year Microsoft Office, including Word, Excel and PowerPoint experience.

**Competencies**:

- Ability to work independently on a computer
- Communication
- Interpersonal
- Administrative
- Work Under Pressure Assertiveness Customer Focused Attention to Detail Multi-tasking

**General**:

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