Class Coordinator / Project Administrator

Role Summary

The Class Coordinator is responsible for the day-to-day coordination, administration, and support of students enrolled in IBTC classes. This includes ensuring classes run smoothly, accurately, and on schedule, and that students are onboarded correctly and supported throughout their study journey.

The role plays a key part in the student experience for class-based students, with a focus on onboarding, ongoing communication, tracking attendance and engagement, and ensuring students understand what to expect at each stage of their class journey.

Roles and Responsibilities

Student Onboarding and Engagement

• Conduct class onboarding and communication
• Ensure students receive all required information prior to class start (timetables, links, expectations)
• Track student attendance and engagement across classes
• Flag disengaged or at-risk students early to the Student Services Manager
• Support ongoing class-related student queries and guidance
• Ensure a consistent and positive student experience for all class-based students

Class and Timetable Administration

• Coordinate approved class timetables and schedules
• Manage venues, Zoom links, and class logistics
• Communicate timetable changes clearly and timeously
• Support smooth day-to-day class delivery

Lecturer Administration and Coordination

• Prepare and amend lecturer contracts once rates are approved
• Send contracts to lecturers for signature and ensure correct filing
• Coordinate lecturer onboarding administration
• Ensure teaching plans and materials are received on time
• Coordinate lecturer availability and allocations

Attendance, Registers and Data Accuracy

• Ensure attendance registers are completed and submitted
• Capture or coordinate attendance data accurately and on time
• Ensure class attendance and engagement data is accurate in Catalyst
• Flag missing or incorrect data immediately

Lecturer Invoicing and Financial Administration

• Collate lecturer invoices
• Check invoices against approved rates, timetables, and attendance registers
• Flag discrepancies for correction
• Submit invoices to the Student Services Manager for review and sign-off

Student Communication

• Manage class-related student communication, including reminders and updates
• Respond to routine class-related student queries
• Escalate complex student issues to the Student Services Manager

Experience and Skills

• Strong administrative and coordination experience
• Experience in education, training or scheduling environments
• Experience working directly with students or customers
• Exposure to contracts, invoicing, or timetable coordination
• Proficiency in Microsoft Office and administrative systems
• Ability to manage multiple priorities and meet deadlines

Personal Attributes

• Student-focused and service-oriented
• Highly organized and structured
• Reliable and process-driven
• Comfortable escalating issues when appropriate
• Calm under pressure
• Enjoys administration and student-facing work
• Detail-oriented with a high level of accuracy
• Adaptable and collaborative

Pay: R12 000,00 - R15 000,00 per month

Work Location: In person