Course Co-Ordinator at University of the Witwatersrand

Brief Description        
Key responsibilities

•         Respond (with reference to course content) to prospective enquiries and provide detailed and accurate information relating to course offered, with reference to specific course;
•         Interface with potential delegates both telephonically and electronically, giving reliable advice on merits of programmes and difference between programmes;
•         Ensure leads are actioned within a 4-6 hour period;
•         Communicate pricing, billing and joining instructions clearly to delegates prior to programme commencement;
•         Book classrooms or other venues. Ensure facilities are available, has the appropriate equipment and is customer friendly. (Ensure that all equipment is working prior to the commencement of any courses.);
•         Effect efficient registration and putting together stationery packs, files bags, name tents and labels before registration, compiling of course packs and hand-outs for lecturers;
•         Organise and attend graduation i.e. invitations and replies, flowers, gowns, catering and bar, seating, music and photographer;
•         Book flights, accommodation, and car hire for out-of-town lectures in certain programmes;
•         Be prepared to travel to manage programmes, and to attend to all manner of programme issues while on the road;
•         Ensure Ulwazi and/or any electronic mediums that are required for the programme are set up timeously;
•         Performs any other tasks or activities which falls within the general functioning of the area as determined by his/her manager Executive Education Director;
•         Ensuring delegate lists are sent to Wits ICT for LMS login details;
•         Ensure the timeous and correct generation of annexures to allow for lecturer invoicing;
•         Ensure that participants or corporate clients are billed and pay fees prior to commencement of the programme or in accordance to the appropriate WBS payment policies;
•         Ensure timeous invoicing and getting appropriate authorisations from companies paying for participants (Executive Education);
•         Follow up on any outstanding billing amounts, in association with WBS Finance. (Ensure that all programmes are fully paid up at the completion of each programme before the issue of any certificates)
•      Producing a paid/not paid listing of delegates and following up outstanding amounts;

Knowledge Skills and Attitude

•        Ability to effectively nurture sales enquiries from potential delegates in order to support the achievement of departmental sales targets;
•        Strong interpersonal skills and delegate/client relations;
•        Strong administrative, organisational and project coordination skills;
•        Ability to work under pressure in the delegate/client service spotlight;
•        Ability to be agile and innovative;
•        Solutions and deadline driven;
•        Maturity in dealing with colleagues and delegates in difficult situations;
•      Microsoft Word, Excel and PowerPoint at an intermediate level.

Minimum academic and job requirements

•        A relevant three year qualification Degree;
•        Minimum  5 years’ experience in an office administration and /or project coordination environment, preferably within a higher education institution;
•        A valid drivers’ license;
•     An ability and willingness to travel if need be.

Additional details

•        Knowledge and understanding of higher education course administration.
•      This is a 2 years fixed-term contract.