Faculty Coordinator: Commerce at ADvTECH

Overall Job Purpose: 

• To adeptly oversee and co-ordinate the development, quality assurance and tracking of materials and assessments, encompassing the delivery of educational modules, through a cohesive collaboration with institutions, faculties, the learning management system team, and operations teams. The role requires a seamless integration of diverse elements, fostering a dynamic and efficient project management and communication process.

Duties and Responsibilities:

Phase In Phase Out (PIPO)

• Operations management of the existing and new qualifications on PIPO.
• Accountability for ensuring that all new qualifications are accurately and timeously added to the PIPO tracker once notification is received form the Accreditation and Quality Assurance teams or the Office of the Registrar.
• Ensure all faculty board approvals are timeously updated on the PIPO tracker (where applicable).
• Effective communication to the Institutions PIPO custodians once changes have taken place.
• Responsible for the PIPO tracker and the maintenance with various stakeholders to ensure it is always accurate and up to date.
• Maintain the tracker from migration to sign off as per the timelines.

Academic Master

• Accountability for the management of all existing modules and updating new modules on the Module Information Sheet (MIS) determined by the faculty.
• Accountability for the checking of migrated modules including the maintenance of lecturer requirements, responsible academic as determined by the faculty from one year to the next.
• Accountability for the update and maintenance of current modules where additional approvals (Faculty Board or Senate) have taken place or where changes have taken place in line with policy updates/changes.
• Responsible for ensuring the Campus Qualification Offering (CQO) is correct and accurate and to communicate any changes that take place during the academic cycle.

Material Delivery

• Responsible for project managing the full life cycle of module material delivery in line with the academic calendar. Specifically, accountability for the project management of the following:
• Developer Briefing Administration
• Creates development plan (DDTS) based on business requirements
• Allocated modules tasks to project team (Faculty Administrator)
• Supervises the developing briefing process and reports weekly on progress including ensuring systems update.
• Deals with escalated queries from developers.
• Briefing Status
• Proactively tracking the status of the briefing items to identify risks and action plan accordingly in collaboration with the Faculty Manager
• Development Status
• Proactively tracking the status of the development items to identify risks and action plan accordingly in collaboration with the Faculty Manager.
• Ensuring the relevant Deans/Deputy Deans and responsible academics are informed of any areas of risk within their faculties.
• Material management including assessment
• Identifying delays timeously in relation to delivery of module material and assessments and categorise these risks and action plan accordingly in collaboration with the Faculty Manager to improve efficiencies.
• Collaboration with the Learn Management team to improve efficiencies, communication and synergies in meeting deadlines whilst providing quality assured materials and assessments.
• Editing
• Proactively tracking the status of the editing items to identify risks, priorities, and action plan accordingly.
• Ensuring the relevant Dean, Deputy Dean , responsible academic are informed of any areas of risk within their faculties.
• External Moderation
• Ensuring and tracking that the correct assessments are sent out for the correct modules for external moderation on time and that the feedback is received timeously to be actioned by Faculty.
• Drafting in collaboration with the Faculty Manager the external moderation list for approval at Senate.

Collaboration

• Serve as the liaison between the faculty and ACE.
• Collaborating with the Faculty Manager to identify areas of risk and plan mitigating actions accordingly
• Attend governance meetings to ensure accurate record of program changes as per policy and process.
• Actively participate and facilitate the Qualification Community of Practice (QCOP) Meetings. Act as key support to the Dean/Deputy Dean chairing the meeting.

Stakeholder Engagement

• Communicate with different stakeholder groups, ensuring that relevant information is effectively conveyed.
• Provide regular updates and reports to stakeholders on the progress, milestones, and outcomes as per the academic calendar.
• Establish mechanisms for stakeholders to provide feedback, ensuring their voices are heard and considered in decision-making processes.
• Foster a collaborative approach to decision-making by involving key stakeholders in discussions and decisions that impact the institution

Minimum Educational Requirement:

• Minimum of a Bachelors Degree (NQF Level 7).

Minimum Work Requirement:

• 3 years academic administration and operations management experience within a Tertiary Academic Institution.
• 2 years project management experience.