Faculty Officer I (P10) (Faculty of Humanities: Dean's Office) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
“Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
Job purpose:
Responsible for all the aspects pertaining to student administration, i.e., but not limited to, the total academic life cycle from admission, to registration, through to the finalisation of examination results and the conferment of degrees.
Responsibilities:
Applications and Admission:
- Manage and process applications for admission to the faculty, both undergraduate and postgraduate studies.
- Conduct audits of application records within the faculty to ensure the efficient and effective management of applications within the faculty.
- Updates and maintains student communications related to the admission statuses of the applicants.
- Manages and monitors application reviews within academic departments to ensure that applications are actioned, and applicable communications are sent to applicants.
- Maintain and coordinate communication between internal departments in matters related to the admission.
- Generate and interpret data needed for decision making or strategic planning with academic departments.
Registrations:
- Assist in the management processes, planning, systems setups, testing and execution of annual registration sessions, including registration amendments sessions and related tasks.
- Review and update registration records to ensure the correctness of student data and curricula for students according to the qualification rules.
- Conduct audits of registration records reviews to ensure integrity of student data.
- Deal with registration and related queries with students, staff and relevant stakeholders timeously and accurately.
Assessment (Undergraduate studies and the coursework component of postgraduate studies)
- Manage the processes linked to undergraduate studies and the coursework component of postgraduate studies, and its related assessment matters.
- Review and liaise with academic departments on how their module offerings are to be assessed and the liaison required for the update and related setups on the student system.
- Process marks and mark amendment matters.
- Process and monitor special and deferred assessment requests / opportunities.
- Process and monitor academic exclusion applications.
- Ensure the accurate review of results and related reports and signoffs prior to publication.
- Ensure the submission of all requisite internal/external assessor reports, mark sheets etc, are submitted by academic departments.
- Conduct audits reviews of student records in relation to appropriate allocation of result outcomes.
- Ensure the appropriate review of validation reports on students who are eligible to graduate and all cases where exceptions / conditions may impact the eligibility to graduate.
- Generate, prepare and interpret statistic on pass rates and throughput.
Assessment (Postgraduate Research Assessment and Monitoring)
- Manage and monitor the regular review of research milestones and related data updates.
- Manage and monitor the submission of postgraduate matters for approval by the FHDC and SHDC and all notices related to the decisions made on the various student matters the committees considers as well as the timeous and accurate update of the decisions on the student system.
- Manage, monitor and track the research assessment processes linked to student research assessments, from receipt of research to conclusion of the research assessment and payment of assessors.
- Manages, validates and prepares all matters related to the allocation of the students to graduation ceremonies.
Governance and Compliance:
- Provide secretariat support to faculty committees and boards, which will include the preparation of all agenda’s minutes, annexures and supporting documentation within the various governance structures and template requirements – the faculty has a number of internal governance structures that must be managed, in addition to submission that must be made to other University or statutory bodies, boards.
- Ensure that the Faculty and University regulations, policies and practices are adhered to.
- Ensure that the introduction of or amendments to regulations policies, qualifications, etc. go through the correct governance structures for the requisite approvals.
- Ensure the timeous update of the academic structure with the relevant University departments on the student system.
- Ensure the update of faculty literature such as yearbooks and faculty prospectus with the above-mentioned updates accordingly.
Graduations:
- Manage and monitor the identification of potential graduates.
- Manage and maintain student records and validation reports of potential/eligible graduates to ensure only eligible students appear on the programme and compliance in the award of degrees.
- Process and confirm by way of sign-off graduates with Senior Faculty Officers.
Additional tasks:
- Facilitate any additional tasks as assigned by the HFA.
Minimum requirements
- A relevant Diploma/Certification (NQF 6).
- Three (3) to five (5) years of job-related experience.
- A minimum of two (2) to three (3) years’ academic administration experience within a higher education institution.
- Two (2) to three (3) years ITS / student system experience.
- University policies and processes.
- Knowledge of faculty rules and regulations.
- Knowledge of academic regulations.
- An understanding of statutory body requirements (DHET, SAQA, CHE).
- Excellent computer literacy in Windows and MS Office.
- Experience in ITS /student systems and HEDA (BI reporting) system
Recommendations:
- A Bachelors’ degree or any (NQF 7) qualification.
- Extensive relevant experience in academic administration and management of student data.
Competencies and Behavioural Attributes:
- Positive attitude and reliable work ethic.
- Proficiency in English and another official South African language.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills.
- Excellent computer skills.
- Good problem-solving and numerical skills.
- A flexible and versatile team player who will work and excel in any environment.
- Highly organized and efficient with excellent follow-through abilities.
- Accuracy and attention to detail.
- Reliability and integrity.
- Listening and patience.
- People management.
- Time management and Assertiveness.
- Ability to work in a pressurized environment.
Enquiries:
Enquiries regarding the job content: Ms. Tania Dal Mas (Head of Faculty Administration) on Tel: (011) 559 2750.
Enquiries regarding remuneration and benefits: Ms Hanisha Bhaga (HCM Business Partner) on Tel: (011) 559 3331.
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.