Job Vacancies at IIE MSA and IIE Varsity College

Duties and Responsibilities:

Academic Department Administrative Support

• Responsible for the day-to-day administrative support of the campus Academic department across all School/s and Programmes.
• Compiles, manages and distributes academic reports as required by the campus Academic School/s.
• Captures student notes in the academic system as and when required.
• Collaborates with other members of the Academic team (and other departments when applicable) to prepare for and meet the requirements for the campus PULSE and Groups Internal Audits.
• Provides academic and administrative support during the campus registration period, including calling for student retention initiatives.
• Supports the Head: Academic with the Student Evaluation of Teaching (SETS) requirements.
• Attends the Academic department meetings and records minutes at these meetings when required.
• Assists with student disciplinary hearings as and when required.
• Meets project deadlines as determined by the National office and/or the Head: Academic.

 Independent Contractor (Lecturer) Administration Management

• Responsible for day-to-day administrative management of the campus Lecturing (Independent Contractor) team within the relevant School/s.
• Supports the Programme Manager/s in managing the Lecturers and addresses or directs their queries timeously and accurately.
• Monitors the lecturer's administrative performance, for example: the timeous submission of timesheets and documentation aligned with audit requirements and company policy.
• Captures information on the Direct Academic Student Engagement (DASE) tracker and ensures that this tracker is kept up-to-date and accurate at all times.
• Manages lecturing loads by way of module allocations i.e Direct Academic Student Engagement tracking (DASE/non-DASE) to ensure the permissible maximum hours are adhered to and are not exceeded.
• Manages and notifies the relevant lectures of any changes that may affect their designated programmes.
• Collaborates with relevant parties (Head: Academic, Programme Managers and the Junior HR Officer: Academic) to advertise campus Lecturer vacancies.
• Provides first line screening support for Lecturer applications and sets up interviews for shortlisted candidates.
• Attends mock lectures where required as part of the candidate screening process.
• Applies for Academic (Classification of Educational Subject Matter: CESM) approval on the HR & Payroll System to determine what module/s each Independent Contractor is approved to lecture on, and ensures that approvals are awarded by the Central Academic Team (CAT) prior to giving the Junior HR Officer: Academic the details to draw up the relevant Independent Contractor related Annexures.
• Collaborates with the Junior HR Officer: Academic on the Lecturer appointment process to ensure that the process is streamlined, and all audit and policy/process requirements are met prior to any Independent Contractor Agreement being issued or work being offered or carried out.
• Provides the Junior HR Officer: Academic with the relevant lecturing schedules needed to complete the Independent Contractor Agreements and associated Annexures.
• First level approver for the Lecturer timesheet approval process on the HR & Payroll system.
• Collaborates with the campus Capacity Planning and Timetabling Centre to fulfil the timesheet approval function and checks timeously in the HR & Payroll system 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 cut off date.
• Works with Academic Department in driving lecturer evaluations.
• Keeps in constant communication with the Capacity Planning and Timetabling Centre to inform them of module allocation and Lecturer details so that they can set the relevant VCConnect email addresses and account details timeously.
• Ensures that all new Lectures are invited to attend the semester Induction and Orientation sessions as part of their onboarding process.
• Updates the campus tracker to identify Lecturer gaps and work with the Head: Academic to put recruitment plans in place to fill the identified gaps accordingly, and proactively identifies a pool of suitable Lecturer candidates across the relevant Programmes as part of an ongoing recruitment drive.

Campus Synergy & General

• Assists the Academic department with the co-ordination of academic workshops when required.
• Assists in identifying at risk students and lecturers and directs academic related queries to the relevant Academic team member timeously.
• Liaises with the Capacity Planning and Timetabling Centre and manages the Programme Managers class visit schedule on a regular basis.
• Addresses queries with the relevant National office Academic Support team members, and rolls-out directives or projects as and when required.
• Collaborates with all departments on campus to facilitate optimal performance within the portfolio or scope of duties.
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the role.

 Competencies required:

• Advanced administrative and organisational skills
• Computer and system proficiency
• Problem solving skills
• Advanced communication
• Time management & prioritisation skills
• Best suited to a friendly, organised and methodical person who works accurately and able to handle pressure

Minimum Education Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6). However, candidates in their final year of their studies (NQF Level 6) who are currently employed in the company will also be considered for the role.
• Advanced diploma or Degree (NQF Level 7) advantageous

Minimum Work Experience Requirements:

• Minimum of two years administrative experience, ideally within a tertiary academic environment

Closing Date 19 May 2023

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Duties and Responsibilities:

Student Registration and Academic Progression Counselling

• Facilitates consultations with students in cases where a change is required to their current registration contract, e.g. this could be for students who wish for change within a semester, between semesters or between years of study.
• Works with the Admission Centre to understand different curriculum scenarios (e.g. phase-in and phase-out- etc.) to ensure that student is advised correctly.
• Supports the Senior Customer Relations Officer, Campus Deputy Head and/ or Head: Academic Operations in co-ordinating the Retention Project on campus. 

Active Student Engagement and Support

• Delivers the academic orientation programme for new and returning students by means of the programme information presentations, on overview of pertinent academic policies and an outline of the academic year etc. 
• Manage the dissemination of policies (new and updates).
• Attends informal meet-and-greet sessions with students.
• Facilitates Programme information Session by addressing students in class with a view to explain and induction the students on the relevant policies and procedures that govern student life on campus.
• Facilitates follow-up Programme information Sessions by way of email broadcasts that occur throughout the year and that drip feed policy and procedure related information to the students as is deemed necessary by the Academic Operations Department.
• Conducts periodical class visits to canvas student concerns and share relevant information. 
• Provides assignment submission support with regards to the correct anti-plagiarism tool applicable to the respective programme.

Student Query Resolution

• Resolves student queries via the appropriate channel/s within a committed time frame in line with the agreed Service Level Agreement for the Customer Relations Centre and escalates queries to the Senior Customer Relations Officer where appropriate.
• Captures details of all student contact made by the Customer Relations Centre on the academic system.
• Provides various letters/documents that are generated from the academic system on request by students.
• Assists with unresolved queries from The Students HUB and escalates queries to the Senior Customer Relations Officer where quires require further attention.
• Assists with the roll out of all relevant customer related surveys.

Cross Departmental Query Resolution 

• Liaises with various departments on campus to stay up-to-date with any relevant changes or developments in those departments in order to enable the smooth processing of student queries.

Team Support, General & System Administration

• Responsible for ensuring all students notes are captured in the academic System. 
• Maintains a good knowledge of products and policies in order to ensure that students are advised correctly. 
• Identifies and flags student query trends and escalates these identifies trends to the Senior Customer Officer where required.
• Supports other member of other Customer Relations Centre team to ensure and drive the efficient resolution of student queries.
• Complies with The Protection of the Personal Information Act (POPIA) legislation relevant to the Customer Relations Centre.
• Supports and collaborates with other members of the Academic Operations team to ensure the efficient running of the Academic Operations department as a whole. 

Competencies required:

• Advanced Interpersonal and communication skills
• Computer proficiency
• Planning & time management skills
• Results driven and able to handle pressure
• Professionalism
• Empathy
• Customer service driven/focused
• Advanced administrative and organisational skills

Minimum Qualification Requirements:

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

Minimum Experience Required:

• Minimum of 2 years administrative and customer service experience, and 1 year of operational management/ project management experience.      

Closing Date 19 May 2023