FACULTY ADMINISTRATOR
Listing reference: nwu_000558
Listing status: Closed
Apply by: 23 March 2022
Position summary
Industry: Education & Training
Job category: Office Management
Location: Mafikeng - Capital City
Contract: Permanent
Introduction
NORTH-WEST UNIVERSITY _MAHIKENG
DIVISION: SALA HEALTH SCIENCES
POSITION NAME: FACULTY ADMINISTRATOR
POSITION NUMBER: N002634
VACANCY: 1
PEROMNES GRADE: 8
EMPLOYMENT TYPE: PERMANENT
Job description
PURPOSE OF THE POSITION
To provide management leadership at faculty level in the context of the NWU as a geographically dispersed, multi-campus university in regard to the following matters:
- To manage and optimise the administration of the academic student lifecycle in the office of an executive dean in respect of an appropriate operational faculty environment and prerequisites.
- To ensure optimal administrative processes in regard to qualification and academic program planning, the drafting of faculty yearbooks, as well as a student-support environment to ensure compliance to the NWU’s General Academic Rules and the relevant faculty rules.
- To ensure integrated administration and logistic support in regard to the complete student academic lifecycle at faculty level.
- To implement an effective and efficient student query system at the faculty level.
To implement and maintain appropriate faculty meeting administrative structures as well as a faculty environment conducive to optimal compliance.
Minimum requirements
- A degree in Management / Business / Administrative / Public Administration or a BCom or BA degree equivalent to NQF level 7.
- 5 years experience and adequate knowledge of the Higher Education sector. Specifically, management of student lifecycle administrative support systems and processes.
- 3 years’ administrative and operational experience.
RECOMMENDATION (S):
A Postgraduate qualification equivalent to NQF level 8 will act as a strong recommendation
FUNCTIONAL / TECHNICAL COMPETENCIES (KNOWLEDGE AND SKILLS)
- Proven operational knowledge of the management and operations with regards to general academics at a higher education level.
- Excellent writing and oral communication skills.
- Demonstration of language proficiency in order to function optimally in the various multilingual environments of the NWU.
- Proven experience working with the NWU information management systems, policies, and processes.
BEHAVIOURAL COMPETENCIES:
- High level of integrity and dependability with a strong sense of urgency and results orientation.
- Strong problem-solving, analytical, and abstract reasoning skills.
- Driven to render excellent service delivery.
- Attention to detail.
KEY RESPONSIBILITIES: JOB DESCRIPTION
A. Overseeing and managing the core activities related to undergraduate administration at the faculty level
- Overseeing all administrative activities at faculty level regarding the following activities that are pertinent to undergraduate administration:
- Applications
- Admissions
- General UG administration
- Records and filing assessment
- Graduations
B. Overseeing an optimal process dealing with student inquiries and ensuring compliance of UG students to relevant A Rules and F Rules.
- Managing and overseeing the organisation of the student file (electronic or hard files) containing all relevant information (application forms, other information such as correspondence, completeness regarding transfer of marks).
- Overseeing the liaison at faculty level with the relevant office at the campus level and with lecturers, school directors, and examiners in regard to the implementation of all relevant policies and procedures at faculty level as these pertain to the areas mentioned above.
- Overseeing and managing the core activities related to higher degree administration at the faculty level
C. Overseeing all administrative activities at faculty level regarding the following activities that are pertinent to higher degree administration:
- Applications
- Admissions
- General HD administration
- Records and filing
- Examination processes
- Graduations
D. Managing and overseeing the organisation of the student file (electronic or hard files) containing all relevant information (application forms, other information such as correspondence).
E. Responsible for the optimisation of logistical process in all instances where such files need to be transported or made available to other parties involved in the HD student academic lifecycle administration.
F. Overseeing the liaison at faculty level with the relevant office at campus level and with study leaders/promotors, examiners, and academic directors regarding implementation of all relevant policies and procedures
G. Liaison with Student Administrative Systems (SAS) for any systems-related queries as relevant in the HD environment; as well as with international offices for matters related to international students enrolled at the faculty.
H. Overseeing and managing the core activities related to timetables and assessment administration at the faculty level
- Overseeing all administrative activities at faculty level regarding all relevant activities pertinent to timetables (class and assessments) as well as all relevant assessment administration.
- Liaise with the relevant campus departments responsible for timetables and assessment administration to ensure secure and trustworthy assessment processes in the relevant faculty.
- Coordinate deadlines and responsibilities of parties with regard to the cooperation for the timeous submission of all assessment papers.
- Coordinate the examination committee sittings for the faculty.
I. Overseeing and managing the faculty committee structures, as well as compliance, quality enhancement, and other general administrative matters
- Responsible for the establishment and maintenance of an appropriate faculty committee structure to ensure that the faculty has all management and oversight structures in place and that
- Responsible for the establishment and maintenance of a proper record-management process in line with relevant NWU policies and procedures.
- Responsible for ensuring an administrative environment conducive to compliance to relevant policies and legislation like conflict of interest, risk management process, Consumer Protection Act, POPI, etc.
- Responsible for overseeing overall administration regarding quality enhancement.
J. Budget management
- Ensure proper processes IRO budget controls and requests regarding purchases.
- Overall responsibility for sound budget management and monthly checking of statements.
K. Quality
- Coordinate quality processes including the compilation of the quality manual for the Faculty, ensuring compliance with relevant policies and legislation, rules, regulations, and procedures.
- Liaise with HPCSA regarding the administrative and academic requirements for accreditation visits/audits. Oversee best practices in the Faculty
- Liaise with Executive Dean, Deputy Deans, School Directors, Programme Managers, and administrative staff to prepare for accreditation visits.
L. Yearbooks
- Compiling undergraduate and postgraduate yearbooks according to HEQSF rules.
- The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
M. Ad hoc tasks
- Ad hoc tasks in agreement with the Senior Faculty Administrator.
- Responsible for the completion of ad hoc tasks as requested from time to time.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mrs. Riana Muller 018 299 4333
ENQUIRIES REGARDING THE RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms. Janine Da Gama 018 299 4799
CLOSING DATE: 23 March 2022
PLANNED COMMENCEMENT OF DUTIES: 01 May 2022
Kindly take note: applications must be submitted online through the official NWU vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
