NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) FACULTY OF ENGINEERING SCHOOL OF INDUSTRIAL ENGINEERING POSITION NUMBERS: P001867 VACANCY: UNDERGRADUATE ADMINISTRATOR PEROMNES: 12 EMPLOYMENT TYPE: PERMANENT APPOINTMENT At the NWU Faculty of Engineering, we change the world for the better. We do this, first, by educating and developing exceptional engineers who can and want to change the world and, secondly, by finding answers to current and future real-life challenges of our industries and communities, through our cutting-edge as well as applied research. We value our industry, academic and community partners, who enable us to develop relevant, sustainable, multi-disciplinary solutions. Read more about the NWU Faculty of Engineering on http://engineering.nwu.ac.za [About us]. PURPOSE OF THE POSITION To ensure effective alignment with the NWU strategy regarding the rendering of undergraduate administrative services to an academic school, across the entire student academic life cycle, including lifecycle phases related to the portfolio of the Registrar (joint reporting to School Director and Faculty Administrator on areas they are jointly responsible for) as well as life cycle phases related to the portfolio of the DVC: T&L (reporting to the School Director and then Executive Dean).

• Handle or appropriately direct inquiries of (prospective and current) undergraduate students in the School of Industrial Engineering.
• Organize the student files at School level (electronic or hard files) to contain all relevant information (application forms, other information such as correspondence, students' medical certificates, and completeness regarding transfer of marks on the VSS system.)
• Ensuring compliance of undergraduate students to requirements and the relevant A Rules and F Rules (Yearbook).
• Liaise at School level with the relevant Faculty and campus offices and with the School Director, undergraduate Programme Managers, academic staff, and external examiners with regard to the implementation of all relevant policies and procedures.
• Liaise with the relevant campus departments responsible for assessment administration as well School Director, Undergraduate Programme Leader and Academic staff to ensure timeous, secure and trustworthy assessment processes in the relevant School, including quality control of papers, before it is being forwarded to printers.
• Liaise between the person responsible for the Faculty’s timetable and School Staff and students.
• Managing deadlines and responsibilities for the timeous submission of all assessment papers and the capturing of marks on the VSS system.

• Prescribed book lists
• Study Guides
• Final Year Student Administration, including logistics and stakeholder liaison pertaining to final year projects.
• Lecturers Evaluation
• Booking of lecture halls for classes and extraordinary examinations in arrangement of colloquiums and all relevant administrative activities.
• Communication with external examiners/ moderators.
• Preparation and distribution of letters of appointment of external examiners\moderators.
• Preparation of remuneration documentation for external examiners (honorariums).

• Compilation of Module files
• Access VSS and distribute information and data to relevant parties in preparation for accreditation
• Additional arrangements and preparation at School of and for Venues and Catering
• Liaise with Quality Coordinator and the School's
• Undergraduate Programme Manager regarding all activities related to accreditation audits.

• Meeting and Minute Administration for the School’s Staff Meeting.
• Diary Management of the Director including arrangements for travelling and accommodation
• Maintaining staff records and files, scheduling of task agreements.

• Maintenance and safekeeping of the Occupational Health and Safety Files of the School, in collaboration with the OHS co-ordinator of the faculty.
• Report faults and follow up.
• Access control (keys)

• Responsible for the completion of ad hoc tasks as requested from time to time by the faculty, Administrator, Faculty Undergraduate Administrator, School Director, Programme Managers.

• Grade 12 (NQF Level 4).
• A minimum of two (2) years’ experience in undergraduate administration.

• Post-school qualification in Administration (NQF Level 5).

• Proven operational knowledge of the management and operations in regard of general academic administration at a higher education level (desirable).
• Excellent writing and oral communication skills.
• Demonstration of language proficiency in order to function optimally in the various multilingual environments of the NWU.

• High level of integrity and dependability with a strong sense of urgency and results-orientation.