Assistant Registrar: Committee Secretary - Sandton, at The Independent Institute of Education (IIE)

Key Areas of Responsibility:

• The Committee Secretary, under the guidance and supervision of the Senior Assistant Registrar, will be responsible for maintaining a system that ensures that The IIE remains compliant with regulatory and statutory requirements.
• This includes but is not limited to sharing the responsibility of the administration of Governance Committee meetings (Senate, Teaching and Learning, Research and Postgraduate Studies, Faculty Boards, Academic Planning and Development, and Brand Results Review Committees).
• In addition, the incumbent will be responsible for the administration of The IIE Institutional Student Council (ISC) and the Institutional Student Faculty Academic Forums (FAFs).

Other additional responsibilities:

• Compiling meeting schedules for the ISC and the FAFs.
• Sending out notices of meetings and calls for agenda items.
• Compiling and distributing the agenda packs in line with remits and conventions.
• Loading the agenda and supporting documents on the online system.
• Preparing and sending out items via round-robin for approval.
• Ensuring that all logistical arrangements are in place for the meetings.
• Taking and drafting of minutes.
• Managing meeting logistics during meetings.
• Ensuring that the minutes are signed off by the Chair of the meetings and distribution of minutes are in line with the governance meeting schedule.
• Compiling matters arising/action items and ensuring that these are signed off by the relevant Chair.
• Following up on matters arising and ensuring that these are incorporated into the agenda.
• Compiling and distributing Communiqués.
• Keeping up-to-date committee membership and attendance lists.
• Preparing and sending out committee membership letters.
• Maintaining the electronic and hard copy filing of all committee documentation.
• Keeping the agenda checklist and committee process documents up to date.
• Assisting with the induction of committee members.
• Facilitating the evaluations of committees.

Qualifications verifications:

• Verify qualifications as per verification requests received from relevant agencies/customers and ensure up-to-date records of qualifications and SLPs are maintained.

Customer Service:

• Attending to queries from IIE brands and other external customers, in line with IIE Policies and doing this via The IIE electronic/tracking systems.
• Other administrative tasks in support of the Registrar’s team and related to areas of responsibility.

Qualification: 

• Bachelor’s Degree (NQF Level 7) or equivalent.
• Where the candidate does not have a qualification at this level but has a proven track record in work in the division of the Registrar or a governance (corporate, education or legal) function the qualification requirement may be reduced.     

Experience: 

• Academic, secretariat or administrative experience (at least three years) in the higher education sector in the division of the Registrar department, Faculty, governance sector (corporate, education or legal) or Secretariat