Latest Recruitment at IIE MSA And IIE Varsity College

Duties and Responsibilities:

• Academic Leadership, Management & Campus Support
• Overall leadership and management of the School on campus.
• Manage the interface with the Head of School.
• Plan resource allocation for the academic operations of all programmes within the School on campus.
• Review academic results of all students within the School on campus and implement an appropriate teaching and learning strategy for "At risk" students and "At risk" modules.
• Manage academic counselling and support to students within the school on campus.
• Report on the academic performance of the School on the campus to Head: Academic, Campus Head and Head of School, and any other relevant national staff member.
• Drive the implementation of relevant teaching and learning initiatives within the School on campus.
• Support the development of new programmes for accreditation.
• Support development of academic material and assessments on programmes within the School by acting as developer, module leader, moderator or head of programme for the Central Academic Team (CAT).
• Performance management and development of permanent academic staff within the School on campus.
• Manage lecturer development in consultation with the Teaching and Learning specialist.
• Ensure representation of the school on the Programme Co-ordination Committee (PCC) calls.
• Discipline Module Support role.
• Support the Teaching & Learning Specialist in the management of the peer review process and the internal moderation model.
• Provide specialist support to the campus senior management team for all programmes within the School.
• Provide specialist support to the campus operations team responsible for the operation of all programmes within the School on campus.
• Lead the recruitment, selection, and appointment of the academic team of the School within the campus.
• Provide support to the campus marketing team with specialised knowledge of the programmes with the School.
• Manage the Development Task.
• Manage plagiarism offences and disciplinary procedures.
• Manage and oversee the school's role in National/campus initiatives, such as Summer School, Saturday School, Speed Week, RESTART, 6 Week Student Engagement Programme, Numeracy Tutorial Sessions, Elevate.
• Involvement in, and management of, academic support and administrative duties during the campus registration period.
• Supervision of students on Honours programmes (where applicable).
• Manage the student tracking process.
• Conduct Student consultations.

Industry, Professional Management & Building Partnerships

• Develop and maintain relationships with professional industry to support placement of students, bursaries and sponsorships and access to professional expertise.
• Facilitation of and involvement in professional and scholarly activities e.g. Conference Papers and Higher Degree Studies.
• Organise campus events for the School to promote professional industry relationships.
• Represent The Independent Institute of Education (The IIE) and The IIE's Varsity College at professional institutions, on external partner faculty boards and other relevant committees.

Lecturing

• Lecture up to 100 hours OR 2 modules per semester (including supervision). If engaged in approved formal research activity then you will be required to lecture 1 module per semester.

Research & Scholarship

• The incumbent is required to promote a culture of scholarship within their practice, discipline and campus/team and is also required to contribute towards The IIE’s Varsity College achieving its annual research output targets.

Competencies required:

• Leadership and management skills
• Professional/advanced communication skills
• Organisational and planning skills
• Proven computer literacy competence
• Tolerance for operating in a pressurised environment and industry
• Tangible evidence of participation in the planning and/or implementation of change management interventions
• Ability to analyse and interpret data
• Attention to detail and focus on quality
• Advanced teaching and learning expertise evidenced by a Teaching Portfolio

Minimum Qualification Requirements:

• Masters or equivalent in relevant School (NQF Level 9) in IT or studying towards Master's Degree.

Minimum Experience Requirements:

• Minimum of 5 years Teaching and Learning experience (preferably in teaching environment). 
• Must have an understanding of current regulatory framework and its impact on higher education and private colleges. 

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Duties and Responsibilities

Lecture Room Support

• First line support for computer and lecture venues
• Ensure operational state of computer and lecture venues
• Ensure neatness of computer and lecture venues
• Daily checks of copiers, printers, motorised screens and projectors
• Ensure operational state of wireless infrastructure

Hardware Support

• Assisting user’s with calls relating to Desktops and Laptops
• Assisting user’s with calls relating to photocopiers and printers
• Installation of desktops, laptops, printers and other peripheral components
• Setup projectors for the classrooms

Software Support

• Installing relevant software for users
• Ensuring software is kept updated
• Assisting users with calls related to software (Microsoft Office etc…)
• Administration of the software licensing

End User Training

• Instruct users in use of hardware and software
• Respond to queries related to hardware, software and system operation
• Active Directory Account and Mailbox creation

Maintenance of HIPS

• Diagnose problems with HIPS and campus connectivity
• Administration of TMS (Telephone Management System and EWS (Broadsoft)

Administration and Documentation

• Ensure calls are logged with the Service Desk for any IT related queries
• Assist with administrative tasks
• Updating the hardware or software asset register which includes asset disposal and asset transfer
• Prepare and analyse photocopier and telephone reports

General

• Ensure general neatness of the Server Room, ICT Office and ICT Storeroom
• Manage and maintain the ICT equipment sign out / sign in process

Assessment Support

• Administration and support of IT related tests and exams
• Student AD Exam account administration, KIX script, preloads

Development

• Shadow Senior ICT and ICT Support staff for further development
• Assess and troubleshoot problems on servers

Competencies Required:

• Problem Solving Skills
• Computer Literacy and Systems application
• Communication Skills
• Time Management skills
• Interpersonal skills

Minimum Qualification Requirements:

• Minimum of Higher Certificate / Occupational Certificate Level 5 (NQF Level 5) / A+ / N 

Minimum Work Experience Requirements:

• Not applicable as this is suited to a Graduate.

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Duties and Responsibilities:

Business Partnering Across the Campus

• Plans and manages the finance approach on campus specifically the budget as aligned to the overall campus plan.
• Supports the overall budgeting process across the campus.
• Tracks and monitors the budget throughout the year.
• Monthly analysis of variances. Preparing variance analysis for campus Senior Management Team so comment can be provided.
• Reviews expenditure and costs and suggests remedial actions to achieve EBIT (Earnings Before Interest & Tax).
• Forecasts outcomes for year end EBIT and proposes plans in order to achieve the amount or reallocate to business critical area.
• Works with campus Senior Management Team to review expenditure and advise on approaches to achieve EBIT.
• Manages the budget preparation process as per the national guidelines.
• Tracks and communicates the budget to stakeholders monthly.

Management of Internal Controls

• Implements, monitors and enforces the internal control environment across the campus.
• Reviews internal controls, identifies risk and makes amendments and recommendations.
• Manages the asset register and updates in the event of movements and changes.
• Conducts monthly audit of assets across the campus including working with IT and Facilities for tagging of assets.
• Monitors the compliance to registration process including documentation, process adherence and accuracy.
• Reviews, handles and resolves audit findings.
• Updates and reconciles Fixed Asset register Reconciliations - gives the new asset numbers to the relevant departments to ensure asset are tagged - weekly / monthly.

Debtors Management

• Drives the achievement of monthly targets for the collection.
• Tracks and analyses daily performance of the team.
• Co-ordinates the correct allocation of bank statements to student accounts.
• Checks that payment plans on student accounts are all loaded correctly.
• Co-ordinates that all adjustments and refunds are captured as well correct supporting documentation is obtained.
• Checks that banking is balanced and completed on at least twice a week and all ensures relevant policies and procedures are adhered to.
• Co-ordinates and oversees the process whereby monthly student statements are emailed and communicated within the specified timelines.
• Oversees the debt collection process to meet the specified debt collection requirements.
• Reconciles student bursaries and any necessary adjustments to individual student accounts.
• Review credit balance report to ensure that correct processing against unit accounts and compliance with regulatory requirements.

Creditors Management

• Verifies and reconciles purchase orders and invoices.
• Captures invoices and payment of invoices to creditors accounts.
• Substantiates individual transactions prior to settlement of those invoices.
• Makes weekly / monthly payment of creditors.
• Manages and balances procurement card on campus continuously.
• Prepares ongoing procurement card reconciliations
• Captures all new suppliers onto system.
• Reconciles supplier accounts to creditors ledger.

Student Administration

• Oversees the administration process related to cancellations, deregistration's and appeals of student contracts continuously. This includes weekly participation on relevant committee.
• Manages campus administration for registration process.

Billing and Reporting

• Balances loan and sweeping accounts weekly.
• Captures bank statements daily and sends bank reconciliations out monthly.
• Loads and reconciles salary and lecturer journals - monthly and investigates variances where applicable.
• Processes and balances monthly General Ledger reconciliation - up to Trial Balance.
• Oversees the updates of the credit balance report - monthly.
• Provides weekly cash flow and Capex report.
• Checks and clears all debit balances from vendor accounts - monthly.
• Raises accruals for expenses not yet received - monthly.
• Assists in the drawing up of the yearly budget - normally twice a year.
• Manages dual reporting responsibilities of all of the above to both National and campus Senior Management Team.
• Reports on results as part of the campus Senior Management Team.

Finance Team Management

• Manages Credit Controllers to achieve monthly financial targets and ensures operational effectiveness.
• Oversees campus finance team to ensure smooth functioning of student administration for the campus.
• Ensures that finance and operations work together to ensure best student customer service is achieved.
• Develops, trains and manages performance for the team to ensure optimal performance.

Competencies required:

• Problem Solving
• Time Management
• Analytical
• Supervising
• Computer
• Communication

Minimum Qualification:

• Advanced Diploma / Bachelors Degree (NQF Level 7) in Accounting or Financial Management

Minimum Experience:

• Minimum of 3 - 5 years Financial experience running a finance department up to Trial Balance. 2 years Management Experience. Higher Education environment preferable. 

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Duties and Responsibilities:

Administration/Handovers   

• Assist with all campus administrative related activities: (Bank Statements/ Credits/Journals/ Refunds/Billing/Debit Orders/Banking/Bursaries/Cancellations/Transfers/Payment Plans).
• Receipting application fees and pre-registration fees on system
• Processing adjustments on the relevant business system.
• Attend to additional ad-hoc administrative duties as and when required.
• Attend to queries escalated by the centralised debtors' department.
• Accurately processing of weekly banking from the cash office (Credit/Debit/Cash Payments).
• Investigation of credit balances.
• Investigation of unusual debit balances
• May be required to make calls on debtors' book.
• Assist with processing of applications for new students.
• Informs students in person that they have been suspended from attending classes.
• Compilation contracts/statements/Account payer's documentation for handed over files to be sent to pre-legal.
• Changing of account status to pre-legal on debtor's portal.
• Attend to queries relating to pre-legal files.
• Attend to internal/external audit queries.

Bank Statements/Debit Orders

• Accurate processing of daily bank statements.
• Accurate processing of unallocated payments.
• Processing of debit orders on the Absa banking system (1st/15th/25th) of each month. Files to be checked before beach run (Balance, Aging). Debit Order to be removed after two consecutive rejections and status updated. Processing of successful Debit order payments Distributing of payments batches.
• Accurate processing of legal payments of legal payments on pre-legal accounts (active/bad debts write offs).
• Identifying payments for other campuses and escalating to Head: Finance to process transfer.
• Accurate processing of card payments.

Customer Service

• Communicates with internal departments as and when required in order to maintain an accurate position on students' accounts.
• Attend to walk in account payers/academic queries.
• Build sustainable relationships and trust with students/account payers through open and interactive communication.
• Handle account payers' complaints, provide appropriate solutions and alternatives.
• Assist with Fresh Desk (VC Assist) as and when required to resolve student/payer queries.
• Resolving queries logged by central team via FQMS (Finance management system).

Quality Management & Reporting

• All required reports (i.e Debit order rejection feedback, suspensions, handovers, credits to be processed) to be sent to Senior Credit Controller who in turn will collate and send to Head: Finance and Debtors Manager. This could be weekly, bi-weekly or monthly.
• Quality of work to be reviewed by Senior Credit Controller/Head: Finance (Meeting deadlines, communication (inbound/outbound), allocations, processing of credits, notes on debtor’s portal, holds on accounts, follows Standard Operating Procedure).
• Manage query resolutions received from internal and external stakeholders.

Competencies required:

• Knowledge of Accounts Receivable/Debit Orders/Bank Statements/Customer Queries.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external departments.
• Good interpersonal skills/Customer Service driven.
• Analytical and Problem-solving skills.
• Sound numerical skills.
• Best suited to a friendly, organised person who works accurately and is able to handle pressure.
• Honest, trustworthy and ethical.
• Time management skills.
• Intermediate Excel skills
• Ability to produce basic reports using Microsoft Office.

Minimum Qualification Requirements:

• Minimum of Matric, Credit Management/Book Keeping/Financial qualification advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years credit control experience 

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Duties and Responsibilities:

Managing and Tracking of Assessment Printing

• Manages the assessment process from the point of capturing on the assessment printing tracking system to receiving crates from the assessment printing service provider.
• Ensures that correct orders are placed and fulfilled as per the details in the assessment printing tracking system.
• Ensures that actual student numbers are updated in the assessment printing tracking system once the student numbers have been audited.
• Manages and ensures that the respective assessment tracking and printing timelines are met and feedback is provided to the National office when required.
• Ensures that the student numbers, venue and Invigilator details have all been captured in the assessment printing tracking system as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider.
• Ensures that the venue and Invigilator details have been inserted into the distance printing tracking system for the students who are registered with the Online Centre as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider, and adheres to deadlines given as these determine the last date that inserts or updates can be made.
• Checks the assessment crate contents on arrival from the assessment printing service provider to ensure that all the assessments have been packed and grouped as requested on the assessment printing tracking system.
• Receives batch and lock codes from the assessment printing service provider for opening the crates.
• Ensures that the assessment printing service provider and assessment printing tracking system How-to-Guide has been adhered to.
• Ensures that the crates and locks are returned to the assessment printing service provider timeously after the batch has been checked.

Invigilator Recruitment and Management

• Manages the Invigilator training process and ensures that Invigilators are informed of, and trained on, any changes to the policy.
• Recruits Invigilators for the campus and partners with the Campus HR representative to ensure that all audit requirements are adhered to in the recruitment process.
• Co-ordinates and supervises the Invigilator booking process 5 weeks in advance of assessments in line with the Programme Assessment Schedule (PAS) to ensure that the Invigilator details can be entered in the assessment printing tracking system as per the batching timelines.
• Sends follow up emails to remind Invigilators of bookings.
• Assists with invigilating when required.
• Reconciles the Invigilator reports pre and post assessment, and follows up on any anomalies if and when required.
• Logs assessments in and out with Invigilators.

Pre-Assessment Logistics - Initial and Replacement Assessment

• Manages upcoming assessments using the Programme Assessment Schedule (PAS) and the Combined National Assessment Schedule.
• Uploads the Programme Assessment Schedule (PAS) and informs students that it is available.
• Ensures assessments and memos are stored safely at all times in the campus academic safe from when the assessment is received in the crate from the assessment printing service provider to when the assessment is written, and ensures that any excess scripts are destroyed once the assessment has been written.
• Prepares all documentation required for the assessment as per the assessment templates provided (i.e. the Assessment Activity Logs, Invigilator Reports and Seating plans).
• Finalises the student lists, including the Cumulative Assessment (CASS) lists at the point of exams.
• Exports the register from the distance printing tracking system for the students registered with the Online Centre who have selected the campus as their exam centre.
• Prepares all the assessment documentation required for the students registered with the Online Centre.
• Pulls The Student HUB report daily to ensure the preparation of assessments for applications that have been approved.
• Ensures that pre-assessment logistics accommodate concession applications.
• Accesses and checks the special concession grid to ensure all concessions granted are actioned.
• Proactively plans with the campus Academic department to ensure that all approved special concessions can be accommodated.
• Ensures that all concessions have been arranged for special concession students (i.e. additional time, separate venue etc.).
• Liaises with the ICT department regarding any ICT assessment set-up requirements which may be needed for practical assessments.
• Receives preloads (exams or tests) from the relevant Programme Operations Manager (POM) and ensures that these are uploaded and verified by the Senior ICT Support.
• Escorts students with permission slips to their test/exam venue.
• Updates the student noticeboard with assessment venue allocation details.
• Manages all assessments being written on campus.
• Analyses the criteria for all students writing replacement sittings to ensure that they are eligible to write the assessment.
• Ensures that the Assessment Centre carries out all pre assessment logistical requirements for replacement assessments including the daily analysis of The Student HUB report.
• Checks that students are registered with the Online Centre if they arrive at the incorrect exam centre and grants permission for the student to write the assessment.
• Ensures that all assessment documentation is kept up-to-date at all times and is compliant with all assessment and audit policies and processes.
• Ensures that each stage of the Assessment Activity Log is accounted for by way of a signatory.
• Conducts regular audits of assessment documentation.
• Ensures that the number of booklets and instruments that are issued with an assessment align with those as listed in the assessment documentation and that any surplus/shortfall is accounted for.
• Manages and tracks the assessment booklet stock and conducts regular audits of the assessment booklet tracker.
• Reconciles the Invigilator’s report that summarises all the necessary information and removes the report from the pack before the scripts are handed over to the Results Centre for the marking process.
• Notes and investigates any discrepancies on the Invigilator report.
• Uses the allocated supplier bins for the disposal of assessment instruments to safely destroy test papers and memos as per the Assessment Strategy & Policy, and retains only one memo as a master copy for filing.
• Reconciles the scripts at the end of each assessment and hands them over to the Results Centre for the marking process, results capture and moderation process thereafter.
• Ensures that the assessment memo is included in the pack handed over to the Results Centre for the marking process.
• Hands over the student list to the Results Centre for billing purposes post assessment.
• Notifies the National office of all different location Student HUB approvals and manages and tracks the different location approvals.
• Verifies and confirms the different location venue and Invigilator details as per the confirmation letter included in The Student HUB application.
• Receives written acknowledgement from the different location Invigilator that all exam rules will be followed.
• Ensures that the different location Invigilator is informed of the assessment date and time in the respective time zone.
• Prepares and sends all the assessment documentation (i.e. assessment activity log, Invigilator report and register) to the different location Invigilator at least two days before the assessment is due to be written.
• Prints the assessment received via email from the different location and hands it to the Results Centre for the marking process.

Non-Exam Condition Assessment Processing

• Sets-up student groups and VC Learn links, and manages the assessment submission deadlines on SafeAssign, MS Teams and Turnitin as per the Programme Assessment Schedules (PAS).
• Collects the assessments from the assessment submission point on campus (Campus Reception/Academic Reception/Information Centre) when required.
• Reconciles assessment submissions and signing sheets, and identifies any assessments not submitted through the online plagiarism detection software and hands these cases over to the Results Centre.
• Collects, collates, groups and hands over assessments to the Results Centre by 9 am the day after the submission for the marking process.
• Manages late assignments in accordance with the Assessment Strategy and Policy.

Exam Condition Assessment Escalations

• Facilitates the resolution of any escalations that may occur during the writing of an exam that relate to the exam paper in particular.
• Escalates queries to the relevant Programme Operations Manager (POM) when assessments are running.
• Communicates any decisions made in response to escalated queries and received from the Central Academic Team (CAT) to all students in the various venues in which the assessment is being conducted.
• Communicates query resolution to the respective different location Invigilators.
• Escorts students to the bathroom during assessments.
• Responds to and resolves any issues/queries that Invigilators raise during assessments.

Team Support and General

• Ensures that all student notes are captured in the academic system timeously and accurately.
• Provides training support for any new Assessment Centre team member.
• Completes incident reports, otherwise known as the For Action Now (FAN) reports, for any action which results in non-compliance in the Assessment Centre for guidance and approval on the way forward.
• Tracks and reports any trends emerging from the For Action Now (FAN) reports.
• Ensures that the Assessment Centre is secured at all times and that all access in and out of the Centre is monitored and logged.
• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
• Arranges/facilitates regular team focus group sessions with discussions centring on the challenges experienced with existing processes and systems and the proposed improvements needed to address these challenges.
• Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Assessment Centre.
• Provides support to the team via performance management and management of leave.
• Drives assessment policy knowledge within the Assessment Centre in order to ensure that students are advised correctly.

Competencies required:

• Advanced communications skills
• Computer proficiency
• Planning & time management skills
• Results driven and able to handle pressure
• Team player
• Highly ethical
• Leadership skills
• Attention to detail
• Advanced administrative and organisational skills

Minimum Education Requirements:

• Minimum of a Higher Certificate (NQF level 5), National Diploma (NQF level 6) or above advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience (ideally within a tertiary environment), and 2 years leadership / supervision experience for external candidates.