Faculty Administrator at Eduvos

The Position:

To organize the administrative and system related duties within the faculty; prepare documents, create and update records, databases, systems; resolve and route student complaints, and write reports.

Minimum qualification:

• BSc Degree in Information Systems/IT (Post-graduate would be preferable)
• PGCE in a STEM related field (Science, Technology, Engineering, Mathematics)

Experience:

• 1 - 2 years’ relevant experience in related field e.g., Information Systems and Academia
• Lecturing experience in a Higher Education environment would be beneficial

Responsibilities:

As the Faculty Assistant, you will be primarily responsible for the following:

General administrative and system related duties:

• Track and report to the Faculty Manager on completion/challenges in processes such as moderation, projects, CoPs.
• Create a repository of Faculty related documents on MS database or similar software for a central indexed archive of all faculty reports, meeting minutes, CoP reports as specified by the Faculty.
• Assist with the Institutional Departments queries to ensure that all faculty administrative tasks are completed. (i.e. special student queries, queries routed from other departments, Campus, IT related issues, facility issues, marks submission and capturing).
• Document faculty and Manco meetings in compliance with faculty requirements.
• Track meeting and CoP action points to ensure completion of tasks.
• Schedule meetings according to faculty requirements.
• Assist with the handover/transfer of files/hard documents between faculty members and between the faculty, and Institutional departments.
• Ensure that all staff files are kept in a secure digital and hard format with access to only faculty management and HR

Ensure that all financial records are kept in a digital database:

• Assist the faculty with procurement, staff claims, and other financial processes specified.
• Keep detailed records/repository of faculty specific financial information in a digital repository.
• Ensure that the curriculum is delivered according to the specified academic administrative standards:
• Provide assistance to staff for optimal curriculum delivery (i.e. assistance with specific MyLMS tasks, conduct specific academic tasks specified by the faculty).
• Assist with analysis of at-risk students and modules by conducting analysis of marks and providing statistical reports once mark capturing is complete.
• Ensure that all student registers are in order and recorded in a digital repository.
• Provide administrative support with regards to the quality assurance processes within the faculty:
• Contribute to the optimization of administrative processes (QA and QC) with the aim of faculty growth and expansion
• Generate and conduct statistical analysis on faculty data for use in further analysis and feedback.
• Verify and check academic information e.g., Module codes, dates comply with academic planner, etc.

Functional competencies:

• High level of IT skills (MS Database, software programming, LMS etc.)
• Analytical and critical thinking skills
• Skilled in Mathematics and Statistical Methods
• An understanding of business analytics is advantageous

Behavioural competencies:

• Initiative and responsibility - Acts on own initiative, makes things happen and accepts responsibility for the results.
• Constructive teamwork - Cooperates well with others; shares knowledge, experience and information; supports others in the pursuit of team goals.
• Effective communication - Communicates in a clear, precise and structured way; speaks with authority and conviction; presents effectively.
• Professional and technical expertise - Demonstrates specialist knowledge and expertise in own area; participates in continuous professional development.
• Analysis and judgment - Quickly understands and analyses complex issues and problems; comes up with sound and rational judgments).
• Systematic approach (planning and organising) - Uses a methodical and systematic approach; plans ahead, defines clear priorities and allocates resources effectively.
• Steadiness - Creates a stable and reassuring work atmosphere; supports and encourages team in difficult times, is firm and reliable.
• Execution – Adheres to company rules and procedures; executes plans with commitment and determination; achieves high quality results.