Assistant Registrar: Committee Secretary

The Independent Institute of Education (Pty) Ltd (The IIE) is the registered provider of higher education which is offered through the following educational brands: IIE Varsity College, IIE Vega, IIE Rosebank College, IIE MSA and the IIE HSM. The Central Academic Team (CAT) of The IIE 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 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 sites of delivery as well as for relationships with external partners particularly in the regulatory and accreditation arena

The IIEs Central Academic Team has a vacancy for an Assistant Registrar: Committee Secretary at The IIEs offices based in Sandton.

Reporting To

The successful incumbent will report to the Senior Assistant Registrar

Level And Scope Of Responsibility

The Committee Secretary is responsible for assisting and supporting the Senior Assistant Registrar with the IIE Governance meetings and also supporting the Office of the Registrar with other compliance tasks. Ultimately both will be directly accountable to the Deputy Registrar: Legal, Governance and Student Services.

Key Areas Of Responsibility

The Committee Secretary, under the guidance and supervision of the Senior Assistant Registrar, will be responsible for maintaining a system that ensures that The IIE remains compliant with regulatory and statutory requirements. This includes but is not limited to sharing the responsibility of the administration of Governance Committee meetings (Senate, Teaching and Learning, Research and Postgraduate Studies, Faculty Boards, Academic Planning and Development, and Brand Results Review Committees). In addition, the incumbent will be responsible for the administration of The IIE Institutional Student Council (ISC) and the Institutional Student Faculty Academic Forums (FAFs).

Other Additional Responsibilities

• Compiling meeting schedules for the ISC and the FAFs.
• Sending out notices of meetings and calls for agenda items.
• Compiling and distributing the agenda packs in line with remits and conventions.
• Loading the agenda and supporting documents on the online system.
• Preparing and sending out items via round-robin for approval.
• Ensuring that all logistical arrangements are in place for the meetings.
• Taking and drafting of minutes.
• Managing meeting logistics during meetings.
• Ensuring that the minutes are signed off by the Chair of the meetings and distribution of minutes are in line with the governance meeting schedule.
• Compiling matters arising/action items and ensuring that these are signed off by the relevant Chair.
• Following up on matters arising and ensuring that these are incorporated into the agenda.
• Compiling and distributing Communiqus.
• Keeping up-to-date committee membership and attendance lists.
• Preparing and sending out committee membership letters.
• Maintaining the electronic and hard copy filing of all committee documentation.
• Keeping the agenda checklist and committee process documents up to date.
• Assisting with the induction of committee members.
• Facilitating the evaluations of committees.

Qualifications verifications:

• Verify qualifications as per verification requests received from relevant agencies/customers and ensure up-to-date records of qualifications and SLPs are maintained.

Customer Service:

• Attending to queries from IIE brands and other external customers, in line with IIE Policies and doing this via The IIE electronic/tracking systems.
• Other administrative tasks in support of the Registrars team and related to areas of responsibility.

Qualification

• Bachelors Degree (NQF Level 7) or equivalent.
• Where the candidate does not have a qualification at this level but has a proven track record in work in the division of the Registrar or a governance (corporate, education or legal) function the qualification requirement may be reduced.

Experience

Academic, secretariat or administrative experience (at least three years) in the higher education sector in the division of the Registrar department, Faculty, governance sector (corporate, education or legal) or Secretariat

Competencies

• Excellent communication skills particularly in English, both verbal and written, including the ability to communicate with a range of audiences in a way that is clear, concise, specific, 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.
• Able to acquire new skills to keep up with new technologies and or new knowledge areas within relevant disciplines.
• Ability to multitask.
• Computer skills high level of MS Word, Excel and working with institutional systems.
• Excellent typing skills and transcribing skills.