Head of Academic Operations at ADvTECH

Job Purpose 

• The Head of Operations will be responsible for strategic operations, systems and efficiencies e.g. stasy rollout, Management of relationships across departments and campus audits.

Key Performance Areas

Competencies Required:

• Passion for education & customer service centric
• High level of problem solving
• Leadership capabilities & ability to work effectively within a team
• Working systematically with excellent administration skills
• Attention to detail & processes
• Strong application of MS Word & MS Excel
• Assertive, strong interpersonal, communication & listening skills
• Ability to successfully supervise and mentor subordinates
• Excellent written and verbal communication skills
• Good listening skills
• Ability to meet deadlines
• Ability to work under pressure and stressful environment
• Excellent planning and organisational skills.
• Good conflict management skills
• Good project management skills
• Good decision-making skills

Quality Assurance:

• Supports the implementation, management, compliance and monitoring of academic operations policies.
• Active involvement with ensuring policy compliance within all areas of academic operations.
• Responsible for implementation of assessment policies and strategies
• Ensure that all assessments procedures and processes are adhered to.
• In the absence of the HAO, the DHAO approves all departmental documentation that goes out and communication to all stakeholders.
• Maintaining and developing relationships with all stakeholders including central support Senior Programme Operations Manager, students, parents, lecturers and other staff
• Registrations/ Admissions and certification.
• Management of student registration records

Operational Management:

• Responsible for ensuring the delivery of timetables from the academic operations coordinators team are time efficient and contributes to the overall academic delivery of the programme.
• Supervises the rollout of the assessments sittings and accuracy of results of formative, summative results release, results capturing, moderation and results release.
• Overseeing the campus readiness regarding programme semester start, student groups and timetables are captured and released on time.
• Responsible together with the Head of Operations for the sign off of the assessment schedules received from the central support Senior Programme Operations Managers, taking into consideration campus capacities to accommodate the students and assessment time table on campus.
• Managing and tracking the delivery of teaching material delivery to lecturers in line with programmes starts dates.
• Recruitment and processing the claims of the invigilators and interment contractors in the operations department.
• Second line approver for all invigilator claims/timesheets.
• Managing timelines of lecturer allocation to ensure the timetable timelines are met in accordance with programme start dates
• Engage with academic teams (PCs/ Lecturers etc) where necessary. Ensuring students complete in minimum time, PIPO management.

Student Support:

• Works on IIE Intralink system and any other required IT systems.
• Supports the timeous response on all internal query resolution required in resolving student queries managed by the customer experience manager or other
• In the absence of the Head of Operations, represents the campus on any required CAT, Brand and campus committees
• Responsible for ensuring system set up for the submission of assessments
• Focus on student queries and resolution
• Dispatch all faculty information to students.
• Hub interface, for student queries on registration or completion of qual.

Departmental Management:

• Management of the back and front office teams within academic operations namely the academic operations coordinators, assessment officers and the admissions officers in ensuring compliance in all functions that are completed by the departments
• Reporting to the Head of Operations on the functioning of each department and critical areas of improvement
• Assisting the Head of Operations in the recruitment of staff for the department
• Responsible for sourcing, screening, appointment, training, and management (including claim management) of invigilators
• Responsible for providing training and on boarding of new and existing staff in academic operations
• Supports the Head of Operations with any internal or external audit process up to and including submission of improvement plan.

Minimum Requirements:

• 5-8 years working experience including administrative duties & client services.
• 5 years management experience
• Minimum of a Bachelor’s Degree Business Management and Administration, an Honours Degree in the field of Business Administration would be advantageous.