Job Details
Job Description
The Independent Institute of Education (IIE) is a registered private higher education provider and a wholly owned subsidiary of ADvTECH Ltd, listed on the JSE.
The IIE’s Academic Centre of Excellence (ACE) is excited to invite applications for the role of Academic Quality Management System (AQMS) Project Coordinator. Based at the IIE’s head office in Sandton, to help drive the implementation of our AQMS across our tertiary education brands. The AQMS is a strategic initiative designed to strengthen how we manage academic quality, oversight, and reporting across the institution. It brings greater structure, visibility, and accountability to key academic and governance processes.
The Project Coordinator plays a central role in keeping the project organised and moving forward. They ensure timelines are tracked, actions are followed up, risks are surfaced early, and decisions are clearly documented. This role works closely with academic leaders, compliance teams, IT, and executive stakeholders to maintain clarity, coordination, and delivery discipline across the project.
In practical terms, this is the person who ensures that:
- Plans remain up to date
- Commitments are honoured
- Governance forums are properly prepared and documented
- Information is accurate and accessible
- The project maintains momentum
This is a hands-on coordination role at the centre of a high-impact institutional initiative.
Role purpose:
The AQMS Project Coordinator is responsible for maintaining structure, clarity, and momentum across the AQMS project rollout. This role ensures that plans are tracked, risks are visible, decisions are documented, and stakeholders are aligned. It provides the coordination and reporting discipline required to keep the project organised and on schedule.
The Project Coordinator works closely with the Project Manager and delivery team to ensure that commitments are followed through, information remains accurate, and governance forums are properly supported.
The successful candidate must be confident working across senior stakeholders, comfortable following up on actions, and proactive in identifying potential delays before they become issues.
Project Planning and Coordination
- Maintain the project plan using the approved enterprise project management tool
- Track and report on progress against milestones and highlight variances for attention
- Maintain RAID registers (Risks, Assumptions, Issues, Dependencies and Decisions)
- Coordinate inputs from delivery team members and stakeholders to support planning accuracy
- Maintain structured version control of project documentation
Executive and Steering Governance Support
- Coordinate and prepare governance forum and Steering Committee packs
- Consolidate workstream updates into clear, structured status reports
- Record decisions, actions, and approvals accurately
- Track follow-ups and escalate delays or risks appropriately
Documentation and Audit Readiness
- Maintain a centralised and structured repository of project documentation
- Ensure traceability between requirements, system configuration, and governance documentation
- Support audit-ready documentation practices and version control
Delivery Cadence and Coordination
- Conduct structured daily coordination with the Project Manager
- Track stakeholder inputs, commitments, and deadlines
- Identify emerging risks or bottlenecks before formal escalation is required
- Coordinate cross-functional engagement across academic, IT, compliance, and vendor stakeholders
Financial & Administrative Oversight
- Support tracking of project budget utilisation
- Coordinate procurement processes, invoice tracking, and cost documentation
Minimum Qualification:
Bachelor's degree (NQF Level 7)
Required Skills & Experience
- 4+ years’ experience in project coordination roles
- Experience supporting enterprise system or transformation initiatives
- Strong documentation discipline and governance awareness
- Experience operating within structured PMO environments
- Experience in regulated or compliance-driven environments advantageous
- Strong written and verbal communication skills
- High attention to detail and strong follow-through capability
- Confidence engaging with senior stakeholders and following up on commitments where required
Behavioural Profile
- Proactive ownership of project coordination and follow-through
- Confidence engaging with senior stakeholders and managing upward where required
- Sound judgement on when to escalate issues and when to resolve them directly
- A structured, calm, and organised approach under pressure
- Strong commitment to accuracy, transparency, and governance standards
Performance Indicators
- Accuracy and timeliness of project reporting
- Consistent maintenance of agreed timelines and milestones
- Early identification and visibility of risks, delays, or scope changes
- Completeness, accuracy, and organisation of project documentation
- Clear reduction in coordination and reporting burden on the Project Manager
Why Join This Project
This role offers the opportunity to contribute to a high-impact initiative that will strengthen how academic quality is managed and overseen across our tertiary education brands. The successful candidate will work at the centre of a visible and strategically important project, collaborating with academic leaders, compliance teams, IT, and executive stakeholders to build a more structured and transparent approach to quality management.
