The IIE (Pty) Ltd is the registered provider of higher education which is offered through the following educational brands: Vega, Varsity College, Rosebank College and IIEMSA. The Independent Institute of Educations Central Academic Team (CAT) is responsible for the academic leadership and governance of the work done at the brands while each brand is managed as a business entity by its own divisional management team.
This position is within the central IIE academic team. The IIE, as the registered provider has ultimate responsibility for registration, curriculum, delivery, assessment and certification of all education on these sites as well as for relationships with external partners particularly in the regulatory and accreditation arena.
The IIE currently operates through five faculties and has established academic operations, compliance and academic leadership infrastructure and processes
The position of Administrator in the Office of the Registrar is within The IIEs Central Academic Team (CAT).
The successful candidate will be primarily responsible for rendering secretarial and administrative support within the Office of the Registrar.
Key Performance Area:
¢ Proactively, effectively and efficiently managing the Registrars diary on a daily, weekly, monthly and quarterly basis. This includes but is not limited to:
o Daily planning, scheduling of appointments and due dates.
o Booking of venues and logistical arrangements for the meetings.
o Preparing or compiling relevant documentation for scheduled meetings and ensuring that these are available to the Registrar before the meeting.
o Circulating documents post these meetings.
o Coordinating travel and accommodation arrangements for the Registrar.
o Attending to all logistical and administrative matters regarding the Registrars workshops.
¢ Proactively, effectively and efficiently administering the Office of the Registrar. This includes but is not limited to:
o Screening calls and/or route queries.
o Communicating with internal and external stakeholders telephonically, in person and in writing through the drafting of letters, documents, reports, faxes and email messages.
o Ensuring the professional, timely despatch and distribution of such correspondence.
o Receiving, recording and coordinating electronic and posted mail addressed to the Registrar for perusal and actioning by the relevant person.
o Arranging for the collection and delivery of mail and packages when required.
o Coordinating meetings of the Office of the Registrar, compiling action lists and ensuring that these are followed up. Ensuring that reports are sent to the Registrar after the meetings.
o Loading Policies and Procedures on the relevant on-line platforms.
o Administration of Endorsement Agreements.
o Administration and keeping the Partner Tracking System up to date.
¢ Admissions, graduations and verification of student records:
o Assisting with the admission and graduation process, including assisting with programme verification requests from external agencies and ensuring that relevant queries are attended to timeously and accurately and that the letter issued to the student is uploaded against the students System for Academic Management (SAM) record and annotated.
o Assisting with admissions and graduation audits.
o Administering and ensuring all logistics of The IIE graduations, i.e. logistical arrangements and tracking of graduation gowns/IIE banners, finalising graduation schedule (liaise with brands for times, venues, person coordinating and IIE management regarding officiating officer and attendees from faculties), sending communiquÃ© to relevant people in this regard.
o Assist with checking of graduation programmes, certificates, and other documentation as required
¢ Query Management
o Administrator for Office of the Registrar queries (Tracer) and submitting monthly reports to the Registrar.
o Resolve queries on all platforms assigned to you and escalate as required.
¢ Office Support:
o Performing other administrative tasks in support of the Registrars team and related to areas of responsibility.
A Diploma or equivalent with administration/compliance experience.
Above-average competency in Microsoft Office Suite with at least 3-5 years secretarial/admin experience/compliance in the higher education or department or governance sector (corporate, education or legal).
Physical Job Requirements:
¢ Excellent communication skills particularly in English, both verbal and written, including the ability to communicate to a range of audiences in a way that is clear, concise, specific and accurate and accessible to the target audience.
¢ Interpersonal skills, characterised by tact and diplomacy and an ongoing ability to participate effectively in a team that is spread across the country.
¢ High delivery ability demonstrated capacity to organise own work and work against tight deadlines.
¢ Attention to detail.
¢ Ability to work constructively as part of a team, display initiative and work strategically and independently with limited supervision
¢ Proven record of managing projects to a successful conclusion.
¢ Able to acquire new skills to keep up with new technologies and or new knowledge areas within relevant disciplines.
¢ Ability to multi-task.
¢ Computer skills high level of MS Word, Excel and working with institutional systems.