Research Administrator

1 week ago

Sandton, South Africa ADvTECH Full time

The Independent Institute of Education (The IIE) is a registered private higher education provider and a wholly owned subsidiary of ADvTECH Ltd, listed on the JSE.

The IIE’s Central Academic Team (CAT) is the custodian of academic quality, educational technology, and governance across the institution. It leads academic strategy, compliance, and operational integrity through robust governance structures.

The current CAT is in the process of being repositioned as a Centre of Excellence, a hub for academic innovation, staff capacity building, quality assurance, and governance across both the schools and tertiary divisions.

**The purpose of the job**:
**Reporting to**:
**Main Outputs and Responsibilities for this Position**:
Ethical Clearance Application Administration
- Review submissions for completeness (e.g., required documents, signatures, forms)
- Provide confirmation of receipt and guidance on next steps to applicants

Compliance Checks and Process Monitoring
- Conduct preliminary compliance screening based on institutional ethics policy
- Identify common errors or missing elements and return to applicants with clear feedback
- Maintain checklists aligned with ethical clearance protocols and guidelines
- Coordinate re-submission processes, ensuring timelines are met
- Liaise with applicants to support process navigation and clarification

Record-Keeping and Data Management
- Organise records in accordance with POPIA and institutional archiving policies
- Digitally file correspondence, reviewer comments, decisions, and communications
- Ensure secure storage of sensitive research documentation

Research Ethics Committee (REC) Support
- Prepare agendas, attendance registers, and documentation for REC meetings
- Take minutes during meetings and finalise accurate records of decisions
- Track follow-up actions and ensure timely communication to stakeholders
- Coordinate meeting logistics (e.g., invitations, venue/virtual setup)
- Archive all meeting documentation in line with institutional processes

General Administrative Support for Research Governance
- Support internal audits or external accreditation reviews related to ethics processes
- Assist with internal awareness campaigns on ethics procedures and compliance
- Contribute to updates of forms and templates used in the ethics review process
- Maintain contact lists and schedules for ethics reviewers

**Qualification**
- Minimum of a Bachelor's Degree

**Experience**:

- Minimum of 2 years in a Research or Academic Administrator

**Competencies**:

- Research Ethics Administration- Document and Records Management
- Communication and Stakeholder Liaison
- Meeting Coordination and Minute-taking
- Time and Workflow Management
- Attention to Detail- Confidentiality and Discretion
- Reliability and Accuracy
- Proactive Communication
- Organisational Skills
- Professionalism

**Other Special Requirements**:
- Occasional travel between campuses or the central office may be required.

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