Academic Operations Administrator - Fixed Term Contract (FTC) at The Independent Institute of Education (IIE)

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.
• Receives material from Developer via email.
• 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 email to Moderator requesting availability to moderate instruments. Sends annexures and contract agreement.
• 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

• Sends email to Moderator requesting availability to moderate scripts. Sends annexures on contract agreement.
• 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.
• Emails the Moderator the scripts and the moderation control sheet (MCS). Follows up with Moderator until required information is received.
• 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:

• The candidate must hold a Higher Certificate / Occupational Certificate Level 5 (NQF Level 5) and ideally an Advanced Certificate / Diploma / Occupational Certificate Level 6 (NQF Level 6)

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.