Academic & Etqa Coordinator

**JOB PURPOSE**
- The incumbent will be responsible for the coordination of allocated campus projects, related duties and providing administrative support to the ETQA Manager, Facilitators, Assessors and Moderators.
- The incumbent will implement all processes relating to the department in accordance with the Quality Management System and satisfying all SETA requirements.

**QUALIFICATIONS & EXPERIENCE**
- 5 years' experience in an administrative role
- 3 Years' experience in Campus environment
- 3 Years' experience in computer literacy (Microsoft Office).
- 2-3 Years' experience in office administration role
- Experience in Training and Skills Development environment with understanding of assessment andmoderation processes
- Understanding of Assessment and Moderation Reports
- 2-3 years' experience in Computer Literacy (MS Office, Google Mail, LMS)

**DUTIES & RESPONSIBILITIES**

**Learner contracts administration**
- Ensuring Fixed Term Contracts (FTCs) and Workplace Based Agreements (WBAs) are correctly prepopulated during learner onboarding within the prescribed timeframes.
- Conducting learner orientation and induction during the first week of the learnership start date.
- Opening manual and digital Client Project Files during the first month of project commencement.
- Creating learner profile on Learner Management System (LMS) and ensuring all parties constantly update the LMS.
- Adding learners to Google classroom for all the online projects and tracking the progress of the projects monthly.
- Submitting FTC & WBAs contracts to Key Accounts Management team for relevant signatures within the stipulated submission deadlines.
- Preparing and submitting initial uploads to NQC for learner registration within 48 hours of learner onboarding
- Quality assuring learner documents and submitting to NQC for SETA submission.

**Administering Learner Stop Stipends and Terminations**
- Identifying 'red flag' learners based on the attendance trackers and reports from Facilitators.
- Initiating stop stipend and termination requests for 'reflagged' learners
- Maintaining accurate and updated stop stipends and terminations database ensuring Learner Detailed Spreadsheets (LDSs) are updated to correctly reflect the correct learner status.
- Ensuring learners are terminated on the LMS and google classroom once termination has been approved.
- Uploading pre-populated termination letters in the respective client folders for the clients' signatures and once signed by the client sent the letters to the respective terminated learners.

**POE administration**
- Coordinating the collection and submission of both manual and digital POEs to and from Facilitators, Assessors and Moderators
- Capturing learner attendance and POE results on LMS and updating the assessment trackers
- Coordinating remediation between all parties (Learner/ Facilitator/ Assessor/ Moderator)
- Maintaining an orderly, clean and tidy POE Room
- Maintaining orderly digital POE's
- Coordinating and sampling project files and learner POEs for NQC audits and for SETA verification
- Compliance and Learner Progress Reporting
- Submission of Monthly detailed learner results sheets to NQC
- Submission of Weekly Plan to ETQA Manager e Supporting the ETQA Manager with information required for compliance reporting to NQC for SETA requirements.
- Academic Administration o Reporting all learner attendance concerns to the ETQA Manager to initiate stop stipends and

terminations.
- Assisting the ETQA Manager in planning for learner induction ensuring all stakeholders are advised on time to prepare for the induction.
- Uploading monthly registers from Facilitators and Structured Workplace Coordinators into the respective client folders.
- Ensuring all learners have ID Cards taken within the first week of class attendance.
- Ensuring all OHS signage is in place and reporting all non-compliance to OHS regulations to the Campus Manager.
- Updating the campus asset register monthly and reporting any damaged or missing assets to the Campus Manager
- Providing a weekly report on LMS and submit to the ETQA Manager
- Planning for campus graduation and ensuring all learners' certificates of completion are ready within the 12th month of learnership completion.
- Administrative and Logistical Support to Facilitators
- Printing learner material, providing pre-populated attendance registers, LDSS and Roll Out Plans to the Facilitators
- Welcoming learners and directing them to their classes and introducing them to their Facilitators on the first day of attending class.
- Monitoring class attendance within the first week of project commencement and communicate any deviations to the Campus Manager and Recruitment Team to initiate the termination and replacement process.
- Receiving weekly attendance trackers from Facilitators and communicating any deviations to the Campus Manager before sending the weekly attendance trackers to the respective Key Account Managers.
- Red flagging problemat