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Faculty Manager - Natural and Agricultural Sciences - (post level 7)

Employer
Global Academy Jobs
Location
South Africa
Closing date
Mar 20, 2019

Job Details

Duties and responsibilities:

Operations and Faculty Management 

  • Report directly to the Dean of the Faculty Natural and Agricultural Sciences.
  • Act as an important member of the Faculty Management team.
  • Responsible for the day-to-day management of core administrative business of the Faculty.
  • Manage meetings and associated administration for all Faculty Committees (For example, Faculty Board; Faculty Committee; Faculty Executive Committee; Faculty Research Committee; Faculty Re-Admissions Appeal Committee and Faculty Rules Committee).
  • Responsible for convening and agenda preparation for Faculty meetings.
  • Advise the Dean, Heads of Departments and Centres 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.
  • Manage Faculty admissions, registrations (except the selection courses and Extended programmes), and graduation functions effectively.
  • Handle faculty 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 calendar, and key activities in the University calendar.
  • Effective management of the Faculty registrar function.
  • Maintain and update the Faculty Risk Register in co-operation with the Dean and submit the risk report as required.
  • Manage communications with students.
  • Responsible for updating the compliance register.

 

People Management

  • Supervise administrative staff in the Office of the Dean, and perform all functions associated with such supervision, including: induction of new staff members, approves leave; evaluate the performance of staff members; and coordinate duties of the staff members.
  • Administer the recruitment process, including to: perform administration associated with advertisements; assist in sifting applications; and assist with arrangements for shortlisting meetings and interviews.
  • Monitor contract appointments to ensure timeous submissions to the Department Human Resources.
  • Promote transformation within the Faculty administration.
  • Co-operate with the Dean in the compilation of the annual equity report of the Faculty and maintain accurate records regarding the achievement of equity targets.
  • Coordinate the recommendations in terms of promotions, salary increases and merit bonuses.
  • Identify training needs of administrative staff and facilitate such training.
  • Adhere to UFS's human resource policies and procedures.

 

Finance Management

  • Finance Management
  • Assist with compilation of Annual additional budget requests.
  • Manage and administer the asset registers.
  • Monitor telephone accounts and internet usage of staff and bring discrepancies under the attention of the line manager.
  • Manage, administer, and allocate bursaries, loans, and or prizes to students.
  • Adhere to the UFS's financial policies and procedures.

 

Monitoring and Evaluation  

  • Provide data, analysis and information in support of planning and decision-making within the Faculty. This includes HEMIS reporting and other databases.
  • Coordinate the FTE and Proof of Activity information for submission to DIRAP.

 

Stakeholder Relationship Management          

  • Form and foster relationships across the University and external stakeholders (students and professional bodies).
  • Understand both internal and external customer needs.
  • Liaise with the Dean, Head of Departments, and the Faculty Management Team on Academic Policy decisions.
  • Act as a member of all Faculty Committees (For example, Faculty Board; Faculty Committee; Faculty ExecutiveCommittee;FacultyResearchCommittee;Faculty Re-AdmissionsAppeal Committee and Faculty Rules Committee).
  • Quality Assurance
  • Ensure that all the activities within the Faculty is carried out to the highest possible standards, and ensures 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.

 

Inherent requirements:

  • Honours Degree in either Industrial Psychology, Human Resource Management, Business Management OR
  • BSc Honours degree with proven skills in stakeholder relationship management and strong administrative skills in a senior administrative role.
  • Four (4) to Five (5) years relevant experience in a senior administrative role.

 

Required competencies:

  • Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment.
  • Ability to function effectively as a member of a team, and as well as independently.
  • Computer literacy in Microsoft Word, Excel and PowerPoint.
  • Ability to function under pressure.
  • Must be able to work accurate and effectively.
  • Good planning skills.
  • Project management experience.
  • Experience in public speaking.
  • Business Acumen.
  • Results orientated.
  • Strategic thinking.
  • Leading.
  • Building Coalitions.
  • Strong interpersonal skills.

 

Recommendations:

  • Knowledge of UFS administrative and financial systems.
  • A thorough understanding of the PeopleSoft system.
  • A thorough knowledge of the procedures of a Faculty and a University.
  • A knowledge of University and Faculty rules and Faculty curricula.
  • Experience of a Higher Education Environment. 

 

Assumption of duties:

As soon as possible

 

Closing date:

22 March 2019

 

Salary: 

The salary scale is available on request. For any further enquiries, please feel free to contact 051 401 3687 /9161/3934. 

 

General: 

The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/division.

 

All applications must be accompanied by the following:

  • a detailed curriculum vitae and cover letter (please note that the first three (3) referees on your CV will be contacted with regard to reference checking);
  • certified copies (not older than 3 months) of all academic records;
  • certified copies (not older than 3 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
  • a certified copy (not older than 3 months) of your identity document (ID).

 

The UFS will only consider applications of candidates who meet all the inherent requirements of the position.  Applications that are incomplete or sent by fax or e-mail, 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.

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