Qualification Coordinator

4 weeks ago

Midrand, South Africa The Academic Institute of Excellence (AIE) Full time

The institute has a job opening for a **Qualification Coordinator **within our **Student Support** department. As the Qualification Coordinator, your primary responsibility is to oversee the academic progress of students and the qualifications assigned to you, ensuring they align with the company's vision. Your role involves anticipating and addressing potential issues by analyzing individual student and qualification performance and working collaboratively with students, lecturers, and management to promote the overall success and health of the faculty. You are also responsible for ensuring that all outcomes align with the company's vision.

**Position Duties & Responsibilities**

General:

- Ensure adherence to the educational standards mandated by the college's accrediting bodies.
- Pre-empting and noting potential problems in advance and suggesting solutions. In the event that complaints do arise, the Qualifications Co-ordinator is responsible for assisting in the gathering of any information for the RCO department investigations.
- Continuously oversee and monitor the overall academic health from an administrative perspective.
- Analyze re-registrations data to make informed decisions regarding students' academic progression in accordance with the prerequisite they are required to fulfill.
- Possess the ability to resolve complex issues before escalating them to the Head of the Department/Principal.
- Provide assistance during open days, late shifts and Saturday class shifts when required.

Intake Preparation & Management:

- Prepare communication schedules and draft relevant templates to be released prior to each intake.
- Align and finalize timetables for all qualifications and modules based on final approval provided by the relevant Head of Department and Programme Lead.
- Ensure relevant updates have been made to all Orientation related documentation as per the changes approved by the HoD and Programme Lead.
- Process student transfers timeously and accurately.
- Ensure all the teaching and learning material for every module in every new intake are uploaded.
- Oversee and complete all administrative requirements in order for the relevant Head of Department/Programme Lead to finalize the lecturer allocations for all delivery methods.
- Ensure relevant quality assurance checks have been completed.

Supervision and Management:

- Ensure that the faculty management plan is complete, and all necessary tasks are fulfilled by the assigned team.
- Supervise the Programme Support Administrator to ensure consistent communication with their assigned students.
- Perform classroom visits to supervise and assess student performance and provide feedback to students where needed.
- Participate in faculty meetings led by the academic HoD to ensure that both yourself and your subordinate are up to date with the events pertaining to your faculty.
- Host and document weekly team meetings and ensure that relevant meeting agendas are updated, and tasks are completed as per the assigned due dates.

Administrative:

- Manage resources on SharePoint and ensure filing is neat and up to date.
- Assisting with graduation-related tasks which can include but are not limited to: keeping the master list and certificate filling up to date and assisting with ad-hoc tasks when needed.
- Responsively and accurately manage live chats.

Assessment and Examination:

- Administer the submission of assessments
- Management of the communication process regarding registrations, permits / vouchers, and results.
- Overseeing the relevant quality assurance processes related to an examination setting
- Invigilation responsibilities where deemed necessary and in accordance to invigilation procedures.
- Ensuring efficient management and supervision of the exam room environment.

Student Inquiries & Support:

- Arrange additional tutoring or resources where deemed necessary for students who are experiencing problems.
- Schedule and participate in parent inquiries and meetings.
- Guide the Programme Support Administrator with individual students in providing a possible solution to problems they experience in coping with workload and academic pace.
- Offer a liaison service to hear and attend to sponsor inquiries, and facilitate meetings with academic personnel, as needed.

Continuous Improvement:

- Recognising and noting potential problems in advance and suggesting solutions. In the event that complaints do arise, the Qualifications Co-ordinator is responsible for assisting in the gathering of any information for the RCO department investigations.
- Evaluate subordinates’ performance on an ongoing basis and recommend training if needed.

**Application Requirements**:

- Grade 12 with full Mathematics.
- Degree in Business Management, Business Administrator, or related qualification a minimum requirement.
- 3-5 Years’ experience in an administration or similar role in a Higher Education environment.
- 2-3 Years’ Junior Management or Superviso

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