Recruitment Posts at IIE MSA and IIE Varsity College

Duties and Responsibilities:

Campus reception and Switchboard duties

• Create an organised front office environment system (orderly systems, clean, professional and neat).
• Receives and welcomes prospective and current students, parents and guests by greeting and directing them appropriately. 
• Builds relationships with students and parents through professional interaction.
• Operates the switchboard by receiving and directing calls promptly , professionally and efficiently and gathers the relevant information(i.e. reason for the call) from the caller to ensure that calls are directed to the appropriate staff member.
• Takes detailed messages when staff members are not available and delivers these messages timeously to the appropriate individuals.
• Deals with queries from students and directs them to the correct departments.
• Assists with intercom instructions.
• Organises the flyers and fact sheets at Reception in a neat and orderly manner and support the Marketing Assistant/s in ensuring that the waiting area and interview rooms are neat and tidy.
• Ordering and distribution of stationary to campus staff.
• Locks up and secures two buildings on campus.

General Administrative Support Ad Hoc Duties 

• Provides administrative support to various departments as and when required.
• Responsible for preparing, tracking and receiving of campus courier parcels, post and deliveries and notifying the relevant staff member/s promptly regarding collection or delivery updates.
• Receives deliveries for the National office (campus specific) and campus staff and ensures that they are collected or handed to the appropriate individual timeously.
• Supports the Marketing Assistant/s in booking appointments for the Full Time Student Recruitment team and assists with managing their dairies accordingly if required (campus specific).
• Assists with campus events and any ad hoc campus duties as and when required.

Minimum Education Requirements:

• Minimum of a Matric

Minimum Work Experience Required:

• Minimum of 1-2 years Reception experience

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Duties and Responsibilities:

Student Application & Admission Administration

• Collaborates with the campus student retention team to generate student admissions related queries.
• Follows up with the campus retention team for missing student information in order to finalise all student admissions related queries.
• Evaluates retention student admissions against the set admission criteria and communicates the appropriate outcomes.
• Liaises with the campus student retention team during the admission evaluation process and assessment.
• Escalates admission queries to the Senior Admission Officer and Office of the Registrar.
• Liaises with the campus Head Academic Operations on the management of declined admissions and expired offers
• Documents management and issuance of appropriate admission letters.
• Checks the accuracy of student registration information on an ongoing basis.
• Determines conditions associated with student admission and follows up on them thereafter.
• Determines the eligibility of the admittees onto academic programmes.
• Tracks student admissions through to registration.
• Reports on admission progress to the Senior Admission Officer and Head: Academic Operations
• Adheres to established service level agreements of the admissions process set by the organisation.
• Works with the Finance department on finance related issues of admission.
• Works with the Senior Admission Officer to ensure admission compliance for the campus.
• Works with the Academic Operations Manager on national admission projects.

Student Registration Administration

• Checks pre-requisites for 1st to 2nd semester
• Verifies registrations against the admission criteria
• Checks the accuracy of student registration information on an ongoing basis
• Manages the de-registration and transfer process, and thereafter sends to the Finance department for processing.
• Follows up on all outstanding documentation and uploads once received.
• Determines eligibility and captures academic credits.
• Determines maximum completion time and credit load of such registrations.
• Maintains student records for a period of two years before archiving the files in line with the data retention regulations of the Protection of Personal Information Act (PoPIA).
• Ensures compliance of international students from a document perspective.
• Adheres to the International Student Policy/Procedure and updates reports regularly.
• Re-audits all registration files in line with the stipulated deadline for the Data Verification Report.
• Re-audits all registration files by the audit date stipulated by the Registrar, this would include the following; the South African Qualifications Authority SAQA / Universities South Africa (USAF)
• Tracks and monitors conditional admissions throughout the year such as one module outstanding / Universities South Africa (USAF) / South African Qualifications Authority (SAQA) / combined.
• Adheres to the established service level agreements of the registration process set by the organisation.
• Drafts letters for current students such as; Proof of Registration letters, Travel letters, Medical Aid letters, Universities South Africa (USAF) letters, SAQA letters and Study Permit letters.
• Graduation
• Determines eligibility of the graduation cohort including late graduation.
• Identifies and advises of any students who are graduating outside of their graduation year (exception graduates).
• Verifies student information for prospective graduates.
• Prepares Short Learning Programme (SLP) and Corporate offer certificates.
• Checks the graduation programme for sign off.
• Ensures that graduation timelines are met.
• Facilitates qualification certificate re-prints.
• Ticket Management
• Processes assigned admission, graduation & registration tickets received face-to-face or via Assist

Reports & Other

• Facilitates continuous communication with the Assistant Registrar in relation to resolving the Registrar related queries
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the Admission Centre
• Performs other ad hoc administrative and/or reporting duties as and when required

Minimum Qualification Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) advantageous
• Minimum Work Experience Requirements:
• Minimum of 2 years administrative experience (ideally with admissions experience).

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Duties and Responsibilities:

Desktop Support

• Answers, evaluates and prioritises logged requests for assistance from users requiring assistance with catalogue of services requests
• Logs and tracks calls using the incident and problem management database provided through the service desk
• Handles problem recognition (catalogue of services), isolation, resolution and follows on routine user incidents, and refers the undefined tasks (those not on the catalogue of services) to the campus Senior Support for resolution and further definition.
• Provide IT support to Staff, Students and Lecturers. 

Software and Hardware Installations and Support for Software and Hardware Installations

• Installs desktop and laptop computers for use on campus with the relevant authorised software and completes the relevant documentation
• Installs hardware and peripheral components such as monitors, keyboards, printers and disk drives 
• Assists with set up and support for venues on campus or for training use
• Conducts regular and periodic testing of ICT testing equipment in campus venues to ensure operability, including but not limited to:
• PCs
• Audio visual equipment
• Access point
• Phones
• Office automatic equipment
• and fixes any issues identified  

Information Technology Administrative Functions

• Liaises with service provides on information technology equipment and maintenance thereof
• Administers and maintains the ICT asset register and equipment tracker and completes necessary finance documents e.g. disposals
• Administers and maintains software, as per the agreed software list
• Maintains the information technology storeroom, server room and office by keeping it neat and tidy and free of any health and safety risks
• Trains and orientates staff on the use of hardware and software
• Complies with the requirements of The Protection of the Personal Information (POPIA) legislation 

Minimum Education Requirements:

• Minimum of a Higher Certificate/ Occupational Certificate Level 5 (NQF Level 5) in A+/N+.
• Advanced Certificate/ Diploma/Occupational Certificate Level 6 (NQF Level 6) in CCNA1/MCSE/MCTIP advantageous

Minimum Work Experience Requirements:

• Minimum of 6 months internship experience in ICT.

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Duties and Responsibilities:

  Administration/Collections/Handovers   

• Assist with all campus administrative related activities: (Bank Statements/ Credits/Journals/ Refunds/Billing/Debit Orders/Banking/Bursaries/Cancellations/Transfers/Payment Plans).
• Processing adjustments on D365.
• 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).
• Investigation of credit balances.
• Assist with processing of applications for when students.
• Collections on debtor's accounts as and when required.
• Negotiate and maintain payment arrangements and document Acknowledgement of Debt (sign off by Head: Finance/Debtors manager). 
• Ensure required call output target is achieved (20-30 Quality calls daily). 
• Place hold on STASY (debtors portal) when accounts are in arrears.
• Informs students in person that they have been suspended from attending classes.
• Compilation of contracts/statements/Account payer's documentation for handed over files to be sent to pre-legal.
• Changing of account status to pre-legal on STASY (debtor's portal).
• Attend to queries relating to pre-legal files.

Bank Statements

• Accurate processing of daily bank statements.
• Ensure all debit orders returned unpaid from the bank are dealt with immediately. Re-activation of failed debit orders.
• Accurate processing of unallocated payments.
• Processing of debit orders on the Absa banking system (1st/15th/25th) of each month.
• Distribution of payment batches.
• Accurate processing of legal payments on pre-legal accounts (active/bad debt write off's).
• 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/finance 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

• 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 debtors portal, holds on accounts, follows Standard Operating Procedure).
• Maintenance of working file on a daily basis. All fields must be completed accurately in-order for any user to convert into reports.
• Manage query resolutions received from internal and external stakeholders.

Competencies Required:

• Knowledge of Full Function Credit Control
• Knowledge of Accounts Receivable/Debit Orders/Bank Statements.
• 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.
• Ability to produce basic reports using Microsoft Office.

Minimum Education 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:

Credit Accumulation 

• Assists with the capturing of students' automatic credits on the academic system
• Ensures that all data entries for the summative assessment calculation have been complied with
• Ensures that the summative assessment outcome is correct and thereafter is responsible for the release of these results on the student portal

Post Assessment Mark Collation 

• Co-ordinates the marking process with lecturers and ensures these marking deadlines are adhered to and managed according to the timeline
• Co-ordinates the marking deadlines with the relevant Programme Manager to ensure there are no delays in the process
• Ensures that result capture sheets are emailed to lecturers timeously for electronic completion
• Captures the results / imports result capture sheets into the academic system
• Completes regular audits on all activity logs relating to the marking process and ensures that all scripts are accounted for at any given point in time
• Ensures that all Integrated Curriculum Engagement (ICE) results are captured by the lecturer outside the system
• Facilitates the process of Individual Integrated Curriculum Engagement (ICE) task marking by managing the milestone dates with lecturers
• Proactively applies early detection mechanisms to ensure that student queries relating to results discrepancies are minimal during peak assessment time
• Verifies scripts received against the marks captured on the mark sheet for the Online Centre and submits the mark sheet to the Online Centre for processing on the academic system thereafter

Cumulative Assessment Mark Release (Formative) 

• Captures all formative assessment results
• Compiles the Question by Question analysis when requested
• Ensures that all results entries captured for the Cumulative Assessment (CASS) calculation have been complied with
• Ensures that the cumulative assessment determination results also include ICE (Integrated Curriculum Engagement) assessment results

Internal Moderation

• Supports the campus Academic department in accessing scripts required for the internal moderation and decentralised marking process, as well as for the marking centre
• Assists with the selecting and scanning of scripts for moderation and completing the activity logs pertaining to the steps involved in results processing, moderation and storage of an assessment
• Liaises with the relevant Programme Manager responsible for deciding which scripts are moderated, and once confirmed, prepares all documents required for the moderation process to take place
• Updates the Internal Moderation Tracking Grid accurately and timeously

External Moderation 

• Assists with scanning necessary scripts and uploading them on to the moderation tracking system and assigning this to the relevant Central Academic Team (CAT) member
• Completes the Moderation Control Sheet (MCS) to be included with every set of External moderation
• Ensures that the Moderation Control Sheet (MCS) and scripts/Portfolios of Evidence (POE's) are attached and assigned to the relevant Central Academic Team (CAT) and the Head of Programme (HOP) outcome is actioned correctly as per the release instruction on the MCS at campus level
• Updates the External Moderation Tracking Grid accurately and timeously

Post Assessment Mark Release  

• Ensures that results are captures accurately against the script
• Ensures that results capturing is up-to-date and released timeously on the system for students to view their system
• Notifies students with overdue accounts of supplementary entry requirements where applicable

Script Viewing and Remarks 

• Identifies and co-ordinates script viewing requests made on The Student Hub reports and informs the Academic department to arrange a viewing appointment with the student
• Identifies and co-ordinates remark requests made on The Hub and checks that payment has been made in respect and co-ordinates the remark with an appropriate marker thereafter
• Follows up on the remark process to ensure that it happens within the allotted time
• Ensures that the correct outcome is applied once the remark has been completed and returned to the Results Centre as per policy
• Flags any marking discrepancies or concerns with regards to moderation and remarks with the relevant Academic staff member
• Responsible for the archiving of scripts and Portfolios of Evidence (POE's) for on and off site storage in line with the policy

Team Support & General

• Assists with campus specific projects/ events (e.g Graduation, Open Day etc)
• Collaborates with all departs on campus to facilitate optimal
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to Results Centre

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

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Minimum Qualification Requirements:

Ideal:

• Masters  in the following Brand/Marketing related fields:
• Possible fields: Brand Management, Marketing Communications, Corporate Communications, Marketing management with communications modules, Strategic Communication.

Alternatively: 

• Masters or MBA in a programme with marketing communications or corporate communications modules.

​Minimum Work Experience Requirements:

• In order to supervise on this module, the supervisor needs to have successfully supervised and delivered at least 5 Honours students.
• Alternatively: Individuals with at least a Masters in a cognate, brand or marketing communications field without supervision experience may be considered as co-supervisors.