NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) FACULTY: FACULTY OF HUMANITIES POSITION NUMBER: P003158 VACANCY: FACULTY ADMINISTRATOR PEROMNES GRADE: P8 EMPLOYMENT TYPE: PERMANENT PURPOSE OF THE POSITION The need arises for a Faculty Administrator to manage and give direction to all administrative functions and procedures across the Faculty, ensuring that these procedures comply with University policies and procedures. This position provides key support to the Executive Dean, Deputy Deans, School directors as well as to academics and administrative colleagues in the Faculty with specific information, processes and tasks. This role will entail managing and developing admin staff capacity within the Faculty, collating all activities from service provider divisions and act as spokesperson between service delivery divisions and the Deanery of the Faculty.

• Assist Faculty management (the Dean, Deputy Dean and School and Research Directors) in coordinating all internal support divisions, including SALA, P&C, CTL, Finance, and the Library.
• Coordinate all administrative staff in the Faculty in consolidating information as requested by the Executive Dean.
• Attend all Faculty Committee meetings as requested by the Executive Dean.
• Manage and coordinate People & Culture-related processes in the Faculty, including assisting the Executive Dean with the Individual Remunerations Revisions (IRR) process; performance ratings and consistency meetings, developing and maintaining a scarce skills database, ensuring staff declaration conflict of interest on the system, completion of performance agreements, performance reviews, and Faculty equity tracking.
• Assist the Executive Dean in developing and maintaining staff talent development initiatives.
• Manage and control supplementary roles, including Extraordinary Appointments.
• Manage (re)allocation of positions and renewal of terms for acting appointments.
• Manage all Functional Allowances claims and processing in liaison with P&C and Finance.
• Assist the Executive Dean in the establishment and maintenance of initiatives to support staff wellness across the Faculty, in consultation with P&C.

• Manage and coordinate the staff promotion process in the Faculty, including sending out the call for promotions collecting and assembling documentation for the Faculty Promotions Committee and Academic Promotions Committee meetings.
• Attend Faculty Promotions Committee meetings and correspond with P&C and the relevant staff members.
• Compile letters and receive referee reports for senior promotions.
• Arrange interviews with possible professors, experts (internal and external), DVC, Deans etc.
• Communicate the outcome of the promotion to the specific employee.
• Liaise with P&C during the promotion process to ensure integrity of the process.
• Organize and manage inaugural lectures for newly appointed professors in the Faculty.
• Collaborate with the Ceremonies Office on graduation ceremonies in the Faculty
• Ensure that all payments to service providers are done and within budget.

• Develop and maintain dashboard to track progress on various key performance areas for the Executive Dean and Faculty.
• Perform operational activities by scheduling and assigning administrative projects and expediting work results.
• Revise processes and procedures by analyzing operation practices and implementing changes as necessary, in consultation with the Executive Dean.
• Develop administrative staff by transferring information and providing experiential learning opportunities.
• Attend Faculty Management Committee meetings.
• Assist the Executive Dean, Deputy Deans, Directors, and Deputy Directors across campuses with regards to their day-to-day responsibilities in driving the mission of the university and meeting strategic, functional and operational objectives of the Faculty.
• Build and maintain relationships with relevant stakeholders.
• Resolve administrative problems and identifying solutions.
• Internal and external liaison.
• Manage the Memorandum of Understanding (MoU) and Memorandum of Agreement (MoA) process, in liaison with the Deputy Dean, Assigned Functions.
• Develop and maintain databases, templates, and documents to be used by Faculty, such as academic promotions, vacancies, appointments, performance ratings, IRR, Succession Planning, Position Hierarchy etc.
• Oversee and capture contracts on the Oracle Temporary Appointment System.
• Manage deadlines and responsibilities of Temporary Appointment System.

• Organize meetings with key stakeholders as requested by the Dean.
• Communicate important information from key stakeholders to staff and solicit feedback as necessary.

• Under health and safety law, each employee has the duty to take care of their own health and safety and that of others who may be affected by the former’s actions or omissions at work. Therefore, each employee must co-operate with management, OHS officials and colleagues to help everyone meet their legal requirements, whilst upholding and maintaining general occupational health and safety standards and practices.

• Create an enabling leadership culture by developing a shared direction, shared values and alignment and commitment to transform the organisational culture; Foster a participative and developmental leadership style; improve team cohesion, synergy and effectiveness.
• Develop a Strategic Workforce Plan that builds proportions of African and People with disabilities and implement the Plan
• Arrange and implement culture improvement interventions, establish a baseline, receive a report and feedback and implement; actively remove engagement barriers.

• A Bachelor’s degree (NQF level 7).
• A minimum of 5 years’ experience in the compilation of processes and the management/coordinating of staff members and processes.

• Excellent interpersonal relations and a client-service orientation.
• Knowledge of the NWU and faculty organogram and committee structures.

• To work and manage under pressure with the minimum of mistakes
• To achieve due dates and be punctual: day-to-day, medium as well as long term goals. Competent in achieving strategic goals as set in time frames.
• Good relations with staff members, internal and external stakeholders Correspondence, factual and human orientated.