Senior Academic Support Coordinator at ADvTECH

Duties and Responsibilities:

Academic Department administration and Support

• Provide administrative support to the allocated Faculty or School as related to Student Tutors.
• Use a range of institutional platforms and communication channels to support the allocated academic department/s with the promotion of student performance.
• Prepare and collate supporting documentation as required by PULSE and Group Internal audits
• Participate in student retention initiatives during registration which may include calling, tracking and academic counselling of students.
• Accurately and timeously capture and track information required by IIE026 and other relevant policies. This may include: completion of SITS (Student Intervention Tracker) and ATT (Academic Training Tracker) entries.
• Attend the academic department meetings and timeously share accurate minutes of these meetings.
• Accurately and timeously capture student notes in the student information management system, when required

Independent Contractor and fixed-term Lecturer Administration and Support

• Responsible for the day-to-day administrative management of the campus Fixed Term and Part-time Lecturer team within the allocated Faculty or School
• Address or direct Fixed Term and Part-time Lecturer queries timeously
• Monitor the Fixed Term and Part-time Lecturer's administrative performance, which may include ensuring the timeous submission of timesheets and documentation aligned with audit requirements and company policy.
• Capture and accurately track lecturing loads. Flag with the campus Faculty Head and/or Head: Academic any Lecturers who are nearing the maximum permissible lecturing hours.
• Notify the relevant lecturers timeously of any changes that may affect their designated modules/programmes.
• Administratively support the campus Faculty Head/s and/or Head: Academic in order to fill lecturer gaps before semester start. This may include: collaborating with the relevant parties to advertise campus Lecturer vacancies, first-line screening support of new Lecturer applications, the set-up of interviews for shortlisted candidates, and attend mock lectures (when required).
• Apply for academic CESM (Classification of Educational Subject Matter) approval on the HR & Payroll System to obtain approval to lecture on a module/s, and ensure that these approvals are awarded by the prior to lectures starting.
• Prepare required information required for contracting purposes prior to any Independent Contractor and/or Fixed Term Contract Agreements being issued or work being offered or carried out. This may include MIE checks support the JHRO (when required) and completing contracting grids accurately and timeously.
• Provide JHRO and Shared Services Team with accurate and timeous Lecturer lecturing/workload/contracting information in the contracting grid.
• Collaborate with JHRO and Shared Services Team on the Independent Contractor appointment process to ensure that the process is streamlined and all audit and policy/process requirements are met prior to any Independent Contractor Agreements being issued or work being offered or carried out.
• First level approver for the lecturer timesheet approval process on the HR & Payroll system. This includes checking the HR & Payroll system timeously on a monthly basis in accordance with the payroll deadlines to ensure that all timesheets are approved and any queries are resolved before the timesheet deadline.
• Provide information and support to Part-Time and Fixed Term Lecturers related to the claiming process to ensure Lecturers claim timeously.
• Timeous communication with the relevant stakeholders to inform them of module allocation and Lecturer details so that they can set up the relevant institutional email addresses, account details and ARC access.
• Administratively support new Lecturer onboarding, induction and orientation sessions, this may include the sending invitations and attendance follow-up.
• nvitations and attendance follow-up. Provide administrative support to the allocated Faculty or School as related to the contracting of Student Tutors.

Academic Projects/Initiatives and quality assurance administrative support

• Administratively support QA processes and evidencing within the allocated Faculty or School.
• Administratively support the implementation and maintance of academic projects and intiatives within the allocated Faculty or School.

Team support and general

• Provide training and support to newly appointed Academic Support Coordinators
• Co-ordinate the implementation and/or oversee the subsequent maintance of academic projects and intiatives across the Faculty and Schools' academic departments.
• Monitor and identify areas of improvement with regards to Part-time and Fixed Term Lecturer contracting and payroll processes and administration.
• Monitor and enhance alignment and consistency in administrative support of QA processes and evidencing across the Faculty and Schools' academic departments.
• Resolve day-to-day challenges experienced by the Academic Support Co-Ordinator team, arrange/facilitate regular team focus group sessions with discussions centering on the challenges experienced with existing academic department processes and systems and propose improvements needed to address these challenges.
• Work with the team of Academic Support Coordinators to ensure all relevant campus and national trackers are kept current and accurate at all times.
• Work collaboratively with the team of Academic Support Coordinators and campus stakeholders to meet academic project deadlines as determined by the National office and/or the Head: Academic.
• Assist the campus Faculty Head/s and/or Head: Academic co-ordinate and/or organise academic workshops and events.
• Provide ad-hoc student and campus support, this may include planning and executing class visits, assisting at graduation and Open days.
• Comply with The Protection of Personal Information Act (POPIA) legislation relevant to the role.

Competencies Required:

• Advanced Administrative & Organizational
• Computer and System Proficiency
• Problem Solving
• Advanced Communication
• Time Management & Prioritization
• Leadership

Minimum Qualification Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6). 
• Advanced Diploma or Degree (NQF Level 7) ideal.

Minimum Work Experience Requirements:

• Minimum of 3 years Administrative experience within a Tertiary Academic environment