Committee Secretary (Mid-Weight) at The Independent Institute of Education (IIE)

The Committee Secretary is responsible for assisting and supporting the Senior Assistant Registrar with the IIE Governance meetings and also supporting the Office of the Registrar with other compliance tasks. 

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.

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

Competencies: 

• Excellent communication skills particularly in English, both verbal and written, including the ability to communicate with a range of audiences in a way that is clear, concise, specific, accurate and accessible to the target audience.
• Interpersonal skills, characterised by tact and diplomacy and an ongoing ability to participate effectively in a team that is spread across the country.
• High delivery ability, demonstrated capacity to organise own work and work against tight deadlines.
• Attention to detail.
• Ability to work constructively as part of a team, display initiative and work strategically and independently with limited supervision.
• Able to acquire new skills to keep up with new technologies and or new knowledge areas within relevant disciplines.
• Ability to multitask.
• Computer skills – high level of MS Word, Excel and working with institutional systems.
• Excellent typing skills and transcribing skills.