Academic Operations Co-ordinator wanted Asap: APPLY HERE
Varsity College is an educational brand of The Independent Institute of Education (The IIE).
The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).
The IIE’s Varsity College has a vacancy for an ACADEMIC OPERATIONS CO-ORDINATOR (AOC)
Duties and Responsibilities:
Academic Operations Management:
Manage the academic operational delivery of designated programmes. This may include programme specific events e.g. Moot court, Info evenings.
The UFS AOC specifically manages additional requirements such as: couriers scripts, overseas the student’s registration and meets additional required deadlines.
Management of the AOA and work collaboratively with the respective AO.
Compile and manage timetables of designated programmes.
Compile, manage and distribute academic reports.
Manage and notify the lecturers, students, AOAs and AOs of any changes that may affect their designated programmes. This includes the PAS, additional learning material, communication received from CAT etc.
Verification of formative results timeously in order to reflect on the Student Portal.
Authorise final and CASS results as per Academic Policy.
Ensure moderation is loaded as per the scheduled deadlines.
Ensure data related to assessments, results and moderation is handled accurately.
Attend to assessment queries.
Capture student notes in SAM.
Crisis management of any unforeseen circumstances that may occur on the AOC’s programmes.
Order academic material requirements for lecturing team through National when prompted.
Provide support during academic orientation. This includes programme information presentations, academic policies, outlines of the year etc.
Attend Operations meetings and may be required to record minutes.
Manage the dissemination of policies.
Involvement in campus PULSE and Groups Internal Audits.
Assist the VPO with the lecturer budget.
Work on Student Retention. This includes calling and counselling students, and assisting with registration related queries.
Be accountable for all aspects related to the graduation process. Adhere to policy and timelines set by CAT and National.
Representation on the Academic Forum.
May be required to attend to a student’s disciplinary hearing.
Meet project deadlines as determined by National or the VPO.
Work collaboratively with the other departments.
Resolve and direct stakeholder queries within a committed time frame.
Liaise with external institutions: University of South Africa (UNISA), University of the Free State (UFS), Public Relations Institute of South Africa (PRISA).
Draft letters of conduct on request.
Conduct class visits on a regular basis.
Assist with Student Hub queries that are unresolved or may require further attention.
Assist with the roll out of all relevant customer related surveys.
Attend informal meet-and-greet sessions with students and lecturers.
Academic Department: co-ordinate workshops, identify at risk students and lecturers, direct academic related queries, and facilitate logistics related to academic concessions.
Student Services: planning CR venue software, IT assessments, projectors and IT equipment issues in classrooms.
Finance: oversee the submission of exam billing and fee credits and process academic credit applications.
Marketing: during registration Marketing will liaise with AOCs in terms of venue capacity to accommodate student numbers, and provide additional counselling should a student wish to move programmes.
Student Records Coordinator: work with the SRC during registration, assist with document tracking, direct cancellations, de-registrations and transfers, be aware of holds on international students and registrar requirements set by SRC.
National Office: address queries with POM, and the roll-out of directives or projects.
Management of The Academic Operations Administrator And Assessment Officer:
Maintain a strong communication channel that supports all operational requirements that may impact the designated programmes.
Responsible for the management of the results and the moderation process on campus.
Assist in the training and supervision AOA and AO.
Oversee that the AOA and AO are adhering to policies, processes and systems.
Monitor the capturing and processing of results and attendance for all designated programmes.
Monitor and track marking and moderation deadlines.
Monitor the management of storage of assessments on campus.
Monitor the administrative functions e.g. filing, answering phone calls, responding to emails Monitor that timetabling is captured in CAMS.
Extract Student Hub reports, relating to assessment applications, and incorporate these into assessment planning.
Communicate all assessment changes to lecturers and students.
Independent Contractor (Lecturer) Supervision – In Collaboration With The Academic Department
Manage Independent Contractor (IC) lecturers and address/direct their queries.
Manage the rescheduling of lectures and timetable queries.
Monitor lecturer’s administrative performance.
Notify the Academic Department of lecturer gaps.
Manage lecturing loads regarding module allocations.
Attend interviews and mock lectures.
Work with the JHRO in collecting the HR documentation required for IC appointment.
Ensure that lecturers are approved prior to receiving their contract.
Draft accurate IC Agreements and annexures.
Process lecturer claims/timesheets on APS.
Discuss Academic Operational processes with ICs.
Work with the Academic Department in driving lecturer evaluations
Interpersonal and communications skills
Problem solving skills
Best suited to a friendly, organised person who works accurately and is able to handle pressure
Coaching and mentoring skills
Time management skills
Minimum Education Requirements:
Minimum of 3-year Diploma or Bachelors Degree. Postgraduate qualification is advantageous.
Minimum Work Experience Requirements:
Minimum of 3 years of work experience in administration, 2 years in a project or operational management, 2 years in a supervisory role and 3 years experience in customer service.