Job Description

Title of PositionCommittee OfficerPost Number8022067Faculty/DepartmentUniversity of the Western Cape -> Deputy Vice-Chancellor: Academic -> Academic Planning UnitType of PositionPermanent - Full TimeLength of Contract PeriodLocationMain Campus - Bellville, WC ZA (Primary)Closing Date10/8/2024Role Clarification & Key Performance AreasThe APU seeks to appoint a Committee Office whose responsibilities will include the provision of effective and efficient support to University committees associated with academic planning functions. The Committee Officer in APU will provide procedural and administrative support to the Senate Academic Planning Committee (and all its sub-committees) which reports to the Senate Executive Committee and the Senate. This position is ideally suited to an independent, self-motivated, and efficient person with excellent interpersonal and communication skills.Key Performance Areas:The Committee Officer will largely be responsible for providing secretarial support to committees, including the following:

• Schedule and coordinate SAP committee and sub-committee meetings;
• Request and receive documents from various faculties and other stakeholders within specified timelines;
• Prepare and distribute agendas, meeting materials and documentation in advance, ensuring that all necessary information is available to all members timeously;
• Take detailed and accurate minutes, capturing key decisions and actions required of stakeholders;
• Communicate and follow up on action items promptly to relevant parties, ensuring clarity and accountability, within specified timelines;
• Compile and maintain annual workplans of the SAP committee and its sub-committees, in consultation with the Director: APU;
• Conduct annual updates to all committee membership registers, ensuring members are appointed in accordance with committee terms of reference,
• Maintain decision and action/matters arising registers for committees,
• Ensure expedient communication of governance decisions to SAP committee and sub-committee members, to staff of the APU and other key stakeholders;
• Ensure documents are accessible and organised for easy retrieval, including archiving of documents;
• Ensure a schedule of meetings of SAP and its sub-committees is prepared annually; with due consideration of submission deadlines for Senate Executive Committee, Senate and Council meetings to enable timeous recommendations and approvals of SAP matters;
• Ensure compliance with statutes and terms of reference (standing orders);
• Liaise with committee members, Faculty academic planning committee administrators; Secretariat's Committee Officers and other key quality assurance and support units;
• Accurately and timeously prepare submissions from SAP to the Senate Executive Committee, including Reports, and all relevant documentation, to enable SEC to recommend SAP matters to Senate and Council for approval; and
• Be responsible for various aspects of office administration as required, including but not limited to Finance and HR Administration

Minimum RequirementsMinimum Requirements:

• Bachelor's Degree or equivalent, preferably in administration
• up to 5 years proven procedural and administrative experience within a higher education institution
• Strong English written and verbal communication skills
• At least 3 years proven experience in report and minute writing
• Demonstrated ability to manage multiple tasks and prioritise effectively

Added Advantages:

• Knowledge of the governance processes in Higher Education would be advantageous
• Knowledge of an electronic committee management system would be advantageous

Competencies Required:

• Strong planning and organising skills
• Excellent interpersonal skills
• Ability to maintain discretion and confidentiality
• Ability to work under pressure
• Strong attention to detail
• Ability to work effectively as part of a team

In your application, you are encouraged to highlight your strengths and include anything else you deem exceptional and outstanding to be considered by the selection panel. In addition, please attach a cover letter motivating your suitability, a detailed curriculum vitae and the highest qualification to your online profile. To be considered for this vacancy, you must click on the Apply for this Job link below or apply directly via UWC Careers at https://uwc.hua.hrsmart.com/hr/ats/JobSearch/viewAll. For any queries, please contact the Human Resources Department at +27 21 959 4063/9763/9708/3551/3756 or email: e-recruitment@uwc.ac.zaDISCLAIMER: By applying for the position, you consent to the University sharing your application, including curriculum vitae, with University stakeholders to process the application. In line with the University's commitment to diversifying its workforce, preference will be given to suitably qualified applicants in line with our Employment Equity Targets. The official retirement age at UWC is 65 years. The University reserves the right to not make an appointment, make an appointment at a different level, seek additional candidates and may conduct competency assessments.

University of the Western Cape