Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered.

Duties and responsibilities:

• Responsible for the day-to-day management of core administrative business of the faculty.
• Engage in the strategic planning of administrative business processes in conjunction with the Dean and/or Vice-Deans and/or Heads of School.
• Manage meetings and associated administration for faculty committees (for example, Faculty Board; Faculty Management Committee; Faculty Finance Committee; Faculty Readmission and Admissions Committee, Institutional Academic Pathology committee, all committees in scope of Memorandum of Understanding and Faculty Rules Committee).
• Responsible for convening and agenda preparation for faculty meetings.
• Advise the Dean, Heads of Departments, centres and schools within the faculty in terms of operational policies and procedures that have an influence on their sphere of operation.
• Evaluate allocation of administrative resources throughout the faculty and make strategic recommendations for the optimal allocation of such resources to ensure the smooth running of the faculty.
• Effective management of faculty admissions, registrations, enrolment planning and graduation functions.
• Manage student registrations, provide academic advice to students, deal with student enquiries and refer students where necessary.
• Plan and organise the academic year cycle, including the faculty rulebook, syllabus, publications, calendar and key activities in the faculty on the university calendar.
• Effective management of the faculty registrar function and academic records.
• Update the risk register and compliance register in consultation with the Dean and Vice-Deans.
• Liaise with the Heads of School, Teaching and Learning Manager, Heads of Departments and Programme Directors regarding the establishment of new qualifications and streams.
• Liaise with Student Recruitment Services and other departments for updating the information in the faculty booklet, prospectus, websites and other marketing material.
• Adhere to university and faculty policies and procedures.
• Supervise administrative staff and service workers in the Dean's office and perform all functions associated with such supervision, including induction of new staff members, leave approval, performance evaluation of staff members, coordinate duties of the staff members and make recommendations in terms of promotions, salary increases and merit bonuses for these staff.
• Administer the recruitment process, including to: perform administration associated with advertisements, assist in sifting applications and assist with arrangements for shortlisting meetings and interviews for vacancies in the Dean's office.
• Monitor contract appointments (including (re)appointment of Academic Head of Departments and Programme Directors) to ensure timeous submissions to the Department Human Resources.
• Promote transformation within the faculty administration.
• Manage building maintenance, caretaker offices and special building projects under the leadership of the Dean.
• Co-operate with the Employment Equity Officer and the Dean in the compilation of the annual equity report of the faculty and maintain accurate records regarding the achievement of equity targets.
• Manage and co-ordinate the annual promotions cycle in the faculty.
• Liaise with the Department Human Resources and the Executive Committee of Senate regarding appointments and promotions.
• Plan, manage, report and advise on the faculty budget (annual budgeting; financial planning; allocation of funds; and financial control) and liaise with Finances including CTG and audits.
• Complete ad-hoc claims, requisitions and service requests where necessary.
• Reconciliation of all finance transactions actioned by the incumbent.
• Monitor, evaluate and prepare the annual projection for the faculty's fee income and enrolment planning.
• Provide data analysis and information in support of planning and decision-making within the faculty.
• Ensure that all the activities within the faculty are carried out to the highest possible standards and ensure that the necessary evaluation and monitoring procedures are in place to ensure both compliance and improvement.
• Adhere to auditing, quality assurance and risk management procedures both internal and external.
• Form and foster relationships across the University and external stakeholders (students and professional bodies) under guidance of the Dean.
• Understand both internal and external customer needs.
• Liaise with the Dean, Vice-Deans, Heads of School, Heads of Departments, Programme Directors, Teaching and Learning Manager and the Faculty Management Team on Academic Policy decisions.
• Act as a member of the following faculty committees: Faculty Board, Faculty Management Committee, Faculty Finance Committee, Faculty Academic Planning Committee, Faculty Admissions Advisory Committee, Faculty Re-Admissions Appeal Committee and Faculty Rules Committee.
• Act as member of the following committees external to the faculty: Central Examination Committee, General Rules Committee, Academic Advising Forum, Graduations Committee, Applications Forum, General Registrations Committee, TLMG; Senate Enrolment Management Committee.
• Acts as member of ad hoc task teams during special projects (e.g., ITP Progression Rule Task Team; Systems Renewal Task Teams).
• Provide and manage all reports required including the Faculty Annual report.

Inherent Job Requirements:

• Bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7.
• Minimum of five (5) years' relevant working experience in a senior administrative role in a higher education environment.

Recommendations:

• Honours degree/postgraduate diploma/professional bachelor's degree on NQF Level 8 and/or postgraduate qualification on NQF Level 9.

Competencies

Key Competencies Required:

• Results oriented:

- The ability to set high standards, establish tough goals, and to work to achieve success.
- The ability to be reliable, responsible, dependable and to fulfil obligations.

• Strategic thinking:

- The ability to deal with several activities at a time.
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

• Business Acumen:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using all programmes of MS Office.

• Leading:

- The ability to lead, take charge of situations, and offer opinions and directions to others.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building coalitions:

- The ability to negotiate, sell, influence and to persuade others.
- The ability to be sensitive and understanding to the needs and feelings of others.

Required Documents

Please ensure that all relevant documentation is attached to your application.

• A detailed curriculum vitae and cover letter.
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver's license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
01 April 2024 or as soon as possible.

Closing date:
10 March 2024

Salary:
The salary is available on request.

Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:
For enquiries, please feel free to contact 051 401 9810 or email or . Additionally, kindly contact 051 401 2979/ 9413/ 9814 for assistance.

General:
The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at :

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.

The UFS will only consider applications of candidates who meet all the inherent requirements of the position.

Additional Information

University of the Free State