Academic Events & Partnerships Co-ordinator
Listing reference: manco_000543
Listing status: Under Review
Apply by: 20 June 2024
Position summary
Industry: Education & Training
Job category: Others: Education and Training
Location: Durban
Contract: Fixed Term Contract
EE position: Yes
Introduction
MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available: Academic Events & Partnerships Co-ordinator - Durban
Job description
KEY RESPONSIBILITIES
1.Academic Events
· Planning and Coordination
· Develop a comprehensive plan for the academic function, outlining the objectives, scope, budget, and timeline.
· Coordinate with relevant departments, faculty members, and staff to ensure seamless execution.
· Establish a clear communication plan to keep all stakeholders informed about the event's details
· People Management should there be expansion of the team
Budget Management:
· Create a budget for the event, including expenses for venue, equipment, catering, and any other necessary resources.
· Monitor expenses throughout the planning and execution phases to stay within the budgetary constraints
Guest and Speaker Management:
· Invite keynote speakers, guest lecturers, and other participants as required.
· Coordinate with speakers regarding their travel arrangements, accommodation, and presentation materials.
Program Development:
· Develop a detailed schedule or program for the academic function, including session topics, speakers, and breaks.
· Ensure that the program aligns with the event's objectives and is well-balanced in terms of content and timing.
Promotion and Marketing
· Collaborate with the relevant departments for the creation of promotional materials such as flyers, posters, and online announcements to attract attendees.
· Utilize social media, email newsletters, and other communication channels to market the event.
Record Keeping & Post-Event Reporting
· Maintain records related to the event, including budgets, contracts, attendance lists, and evaluations for future reference
· Prepare a post-event report summarizing the event's achievements, challenges, and outcomes for institutional records and future planning.
2.Academic Activities
· Tour Planning and Coordination
· Plan and design the study tour itinerary, considering the educational objectives and interests of the participants.
· Ensuring recruitment targets are met
· Arrange transportation, accommodation, and meals for the duration of the tour.
· Coordinate with tour guides, experts, and local contacts to facilitate educational experiences.
Budget Management
· Develop a budget for the study tour, including all expenses related to transportation, accommodation, meals, entrance fees, and educational materials.
· Monitor expenses and ensure that the tour stays within the allocated budget
Logistics Management
· Oversee logistics such as transportation arrangements (flights, buses, etc.), hotel bookings, and meal arrangements.
· Ensure all necessary travel documents, such as visas and passports, are in order for international tours.
· Be flexible and adapt to unexpected changes or challenges that may arise during the tour, such as weather-related issues or itinerary adjustments
Educational Content Development
· Collaborate with educators or subject matter experts to plan and curate educational content and activities during the tour.
· Prepare materials, readings, or presentations to enhance participants' learning experiences.
Participant Engagement
· Communicate with participants before and during the tour to provide information, updates, and guidelines.
· Foster a positive and inclusive group dynamic to enhance the learning experience.
Post-Tour Reporting
· Prepare a post-tour report summarizing the educational outcomes, challenges faced, and recommendations for future study tours.
3.Partnerships & Collaboration
Clear Objectives and Shared Goals:
· Undertake research and conduct benchmarking exercises to establish clear objectives and goals
· Ensure that all parties involved share a common understanding of what they aim to achieve.
Agreements and Memoranda of Understanding (MOUs)
· Create formal agreements or MOUs that outline the terms, responsibilities, and expectations of each partner
· Annual target of 4 and 2 per bi-annum
· These documents can help prevent misunderstandings and disputes and should be vetted by legal
Networking Opportunities & Regular Meetings
· Provide opportunities for partners to network and build relationships with each other, as well as with other potential collaborators within and outside the partnership
· Schedule regular meetings, workshops, and conferences where partners can come together to discuss progress, share insights, and plan future activities.
Diversity and Inclusion & Ethical Considerations
· Promote diversity and inclusion within the partnership to ensure a variety of perspectives and experiences are valued and contribute to the collaboration's success.
· Uphold ethical standards in all collaborative activities, including research ethics, data sharing, and intellectual property rights.
4.Social Purpose
Committee Involvement & Advocacy and Awareness
· Serve on the committee on a need to be basis
· Participate in activities if and when time permits
Innovation and Adaptation
· Be open to innovative approaches and adapt your strategies as needed to address changing circumstances or emerging needs within your target community.
Collaboration and Partnerships
· Collaborate with other individuals, organizations, or entities that share your social purpose goals. Pool resources and expertise to amplify your impact.
Minimum requirements
Requirements of the Job
Essential qualification • Minimal – Degree
Preferred qualification • A relevant degree within events management
Essential experience
- Technical Experience
- Project Management
- Financial Acumen
- Change Management
- Customer and Client Relations
Preferred experience
· Mature candidates who have also gained several years' pertinent professional or industrial work experience.
· 2 years working experience in a similar environment
Essential Job Related Knowledge, Skills and Behaviour
· High quality and current connections with industry and professional practice.
· An up-to-date knowledge and understanding of changing trends and requirements in the subjects’ industrial and professional domains.
· Effective Communication: Use appropriate media and methods to promote understanding to disseminate conceptual ideas.
· Teamwork: Lead teams within areas of responsibility. Ensure that teams within the department work together. Act to resolve conflicts within and between teams.
· Problem solving: Resolve problems affecting the relevant tasks.
· Decision making: Make operational decisions
SHL UCF competencies
· Presenting and Communicating Information: Excellent verbal communication skills
· Writing and Reporting: Excellent written communication skills; Demonstrate language proficiency to function optimally
· Applying Expertise and Technology: Utilize technology to achieve work objectives; gains job knowledge and expertise (theoretical and practical) through ongoing professional development
Special Conditions Attached to The Job
· Willingness to work when required on adhoc tasks
· Required to travel locally and internationally when necessary
· Must have own reliable transport and be willing to travel unaccompanied
