Job Description

Lead, manage, co-ordinate, and supervise the total function of the Assessment and Graduation Centre.Job Knowledge, Skills and Experience

• Relevant BTech degree or Honours degree.
• At least 5 years' relevant academic administration managerial experience in Higher Education (HE) environment.

Key Performance Areas / Principal AccountabilitiesStrategic planning for the assessment & graduation unit.

• Develop strategic plans for the unit.
• Develop objectives with key performance measures on an annual basis.
• Develop and maintain assessment systems and business processes to enhance efficiency.
• Develop and maintain communication strategy around assessment processes.
• Ensure that management decisions that are taken at various forums are built into strategic and operational objectives.

Manage the assessment and graduation offices.

• Provide day to day leadership, management, supervision and co-ordination of the functions of the unit (Cape Town and Bellville campus as well as sub-units at Mowbray and Wellington.
• Ensure adherence to Assessment Policies and Procedures.
• Manage the distribution of activities of staff in collaboration with unit Senior Administrators.

Manage the assessment and graduation processes.

• Plan and execute assessment periods in collaboration with unit Senior Administrators and Faculties.
• Ensure adherence to timelines with regard to submission of Faculty assessment timetables.
• Ensure efficient administration of assessments within the unit during periods of assessment.
• Ensure name lists of students for graduation ceremonies are received timeously from faculties.
• Ensure adequate resources for assessments are available.
• Ensure availability of up-to-date assessment and graduation procedure document.
• Update such procedures as and when changes are approved.
• Approve appointment of invigilators as well as authorising payment.

Financial management.

• Compile and present annual budget to line manager.
• Manage the budget allocated to the unit (separate cost centres for Assessment as well as Graduation ceremonies).
• Approve purchasing requisitions for the unit according to signing guidelines.
• Manage financial expenditure of the unit.
• Take responsibility for the management and procurement of resources in the unit.

Planning and initiating specific activities/assignments.

• Plan and execute graduation ceremonies in collaboration with relevant stakeholders.
• Attend planning and coordinating meetings.
• Co-ordinate preparation of venues (D6 Multi-Purpose Hall; Bellville Major Sports Hall).
• Ensure all equipment i.e. sound & stage draping, carpeting, chairs and flower arrangements are in place.
• Ensure proper administrative procedures are adhered to in terms of providing final lists of graduates to MCD, posting online of the invite letters to students and administering students on day of graduation.
• Liaise with Procurement relating to contracts of external providers (photographers and academic regalia).
• Liaise with external suppliers such as photographers and providers of academic attire for students.
• Arrange suitable venues for external suppliers to enable them to provide their services on campus.
• Liaise with security staff to ensure smooth crowd control during ceremonies.

Human resources management.

• Staff induction.
• Managing Staff Performance.
• Managing Recruitment, Selection and Promotion Strategy of human resources.
• implementation of Employment Equity staff development.

Data management

• Plan and co-ordinate inputting of data onto ITS system i.e. marks, mark amendments, student subject exemptions and recognitions.
• Ensure all mark amendments prior to final publication are verified.
• Actively monitor and manage developments on ITS system.
• Responsible to identify possible enhancements on the ITS system.
• Ensure that proper testing of enhancements is done.
• Attendance of internal ITS user meetings.

Competencies

• Management and supervisory skills.
• Information monitoring.
• Technical/professional knowledge and skills.
• Good interpersonal and communication skills.
• Organising and planning skills.
• Computer literacy in in applicable computer packages.
• Strong client focus.
• Accuracy and attention to detail.
• Budget and financial management skills.
• Ability to work under pressure.
• Contributing to team success.

General InformationClosing Date: 26 July 2024For enquires and assistance with your online application, please contact Mr Odwa Siza, (Human Capital Department) on (021) 959 6738 or 0812484251.NB: PLEASE NOTE THAT THIS SYSTEM DOES NOT ALLOW APPLICANTS TO UPLOAD CVs. IT IS THUS IMPORTANT THAT APPLICANTS COMPLETE ALL SECTIONS COMPREHENSIVELY AS FAILURE TO DO SO MIGHT DISADVANTAGE YOU. PLEASE UPDATE YOUR APPLICATION ON THE SYSTEM WITH THE LATEST INFORMATION AS THIS WILL BE THE ONLY CRITERIA USED FOR EVALUATION OF YOUR APPLICATION BY OUR PANEL.The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

Cape Peninsula University of Technology