Faculty Coordinator - Material Delivery

Advtech; Gauteng; On-site; ZAR 420,000 - 660,000; Full time

Benefits offered by this job

LinkedIn Learning

Staff discounts

Incentive bonus

Birthday vouchers

Annual leave

Job summary

Emeris National Office is seeking a Faculty Coordinator - Material Delivery to support academic modules, manage material delivery, and oversee assessment logistics across multiple campuses. The role requires strong project management, stakeholder coordination, and meticulous documentation.

You will work with Deans and academic staff to ensure timely and accurate module content delivery, moderation, and reporting, while managing risk and ensuring quality standards across the faculty.

Qualifications

• Bachelor's degree required (NQF Level 7).
• 3 years in Academic Administration and Operations Management within a tertiary institution.

Responsibilities

• Support faculty in managing all existing modules and updating new modules (Module Information).
• Ensure CQO accuracy and communicate changes during the academic cycle.
• Project manage full life cycle of module material delivery with weekly progress reports.
• Track briefing, development, editing status to identify risks and corrective actions.
• Manage external printing and resource allocation for assessments and SARs.
• Coordinate external moderation processes and ensure timely reporting and actions.
• Engage stakeholders and provide regular progress updates per academic calendar.

Skills

Project Management

Stakeholder Management

Planning and Organising

Communication

Attention to Detail

Problem Solving and Risk Management

Quality Assurance and Compliance

Education

Bachelor's Degree (NQF Level 7)

Job description

Direct Reporting Line:

Faculty Manager

Emeris consolidates resources and expertise from IIE Varsity College, IIE MSA, IIE-Vega School, and IIE School of Hospitality & Service Management, with a unified approach ensuring a consistent standard of excellence in teaching, learning, and student support.

Emeris, National Office has a vacancy for a Faculty Coordinator - Material Delivery

The position can be based at any of our National Office locations in Cape Town, Durban or Johannesburg.

Duties and Responsibilities

Academic Master

• Providing support to the faculty for the management of all existing modules and updating new modules on the Module Information.
• Providing support to the faculty for the update and maintenance of current modules where additional approvals (Faculty Board or Senate) have taken place or where changes have taken place in line with policy updates/changes. Sheet (MIS) determined by the faculty.
• Responsible for ensuring the Campus Qualification Offering (CQO) is correct and accurate and to communicate any changes that take place during the academic cycle.

Material Delivery

• Responsible for project managing the full life cycle of module material delivery in line with the academic calendar. Specifically, accountability for the project management of the following:
• Oversight of the developing briefing process and reports weekly on progress including ensuring systems update.
• Deals with escalated queries from developers.

Briefing and Development Status

• Proactively tracking the status of the complete end to end process of briefing, development, and editing to identify risks and action plan accordingly in collaboration with the Faculty Manager.
• Ensuring the relevant Deans/Deputy Deans and responsible academics are informed of any areas of risk within their faculties.

Material management including assessment

• Identifying delays timeously in relation to delivery of module material and assessments and categorise these risks and action plan accordingly in collaboration with the Faculty Manager to improve efficiencies.
• Collaboration with the Learn Management team to improve efficiencies, communication and synergies in meeting deadlines whilst providing quality assured materials and assessments.

External Batching and Resource Allocation

• Management of all invigilated assessments (tests and exams) across contact and distance offerings, that require printing by the external printing service provider, Colourtech.
• Campus liaison to ensure print resources allocation requirements is managed.
• Primary liaison between Faculty and Colourtech to ensure all print batch timelines are adhered to.
• Management of special assessment requests (SAR) by the campuses and faculty.
• Tracking and reporting on SAR items for group internal audit purposes.
• Management of any special exam request requirement.
• Ensuring the relevant Dean, Deputy Dean, responsible academic are informed of any areas of risk within their faculties.

External Moderation

External Moderation Instrument

• Ensuring and tracking that the correct assessments are sent out for the correct modules for external moderation on time and that the feedback is received timeously to be actioned by Faculty.
• Responsible for sharing report template and instrument for moderation.
• Receives moderated papers and report and workflows this to responsible academic for review.

External Moderation Script

• Shares summative assessment with moderator via email or link is provided.
• Tracks the cycle from start to finish to ensure deadlines are met in accordance with the approved external moderation timeline.
• Reviews comments on the MCS,and sends to the responsible academic for verification and approval.
• Drafting in collaboration with the Faculty Manager the external moderation list for approval at Senate.

Stakeholder Engagement

• Communicate with different stakeholder groups, ensuring that relevant information is effectively conveyed.
• Provide regular updates and reports to stakeholders on the progress, milestones, and outcomes as per the academic calendar.
• Establish mechanisms for stakeholders to provide feedback, ensuring their voices are heard and considered in decision-making processes.
• Foster a collaborative approach to decision-making by involving key stakeholders in discussions and decisions that impact the faculty.
• Serve as the liaison between the faculty and ACE.
• Collaborating with the Faculty Manager to identify areas of risk and plan mitigating actions accordingly.
• Attend governance meetings to ensure accurate record of program changes as per policy and process.
• Actively participate and facilitate the Qualification Community of Practice (QCOP) Meetings. Act as key support to the Dean/Deputy Dean chairing the meeting.

Moderation and Developer Claims

• Receive and review submitted invoices, verifying that all details accurately correspond with the approved annexure.
• Where invoices meet the required criteria, send it via Adobe Sign for Dean/Deputy Deans to approve the invoice by signing it.
• Once signed, upload the signed invoice to National IC payroll OneDrive, ensuring accurate record-keeping.
• Maintain and update the payroll tracker on the IC Shared Services OneDrive, Budget capturing details such as the Independent Contractor's name, claim amount, claim type, and applicable payroll month.
• Capture the claimed amount against the budget.
• Maintain and update the Permanent/Fixed-Term Contract (Perm/FTC) payroll tracker, ensuring accurate recording of employee details, claim amounts, claim types, payroll months, and any other relevant information.
• Ensure all approved invoices and supporting annexures are uploaded to the OneDrive folder on or before the payroll submission deadline. Verify that the claims spreadsheet is complete, accurate, and reconciles with the corresponding invoices and annexures.
• Ensure all approved invoices are uploaded to the Perm/FTC folder and verify that the claims spreadsheet is complete, accurate, and reconciled with the corresponding invoices and approved addendums.
• Submit the signed invoices and completed claims spreadsheet to national payroll within the required deadlines for payroll processing and liaison for any outstanding payroll documentation.
• Log a ticket on the payroll due date, submitting all invoices collected for the month.

Competencies / Skills required:

• Project Management
• Stakeholder Management
• Planning and Organising
• Communication
• Attention to Detail
• Problem Solving and Risk Management
• Quality Assurance and Compliance

Minimum Qualification Requirement.

• Bachelors Degree (NQF Level 7)

Minimum Work Experience Requirement:

• 3 years in Academic Administration and Operations Management within a Tertiary Academic Institution
• 2 years Project Management

Salary

• Competitive salary commensurate with experience.

Benefits

• Lifelong learning opportunities through LinkedIn Learning subscriptions.
• Staff and family discounts on educational programs within our brand portfolio.
• Incentive bonus structure based on performance and achievement of goals.
• Birthday vouchers to celebrate your special day.
• Competitive annual leave allowance for well-deserved time off and rejuvenation.

Emerisisan Equal Opportunity Employer. However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or place the vacancy on hold at any time, without prior notice.