Coordinator I: Academic (P9) (College of Business and Economics: School of Consumer Intelligence and Information Systems: Department of Applied Information Systems) (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 Description:
The School of Consumer Intelligence and Information Systems at the University of Johannesburg is seeking a dynamic and highly motivated individual to join us in the role of Coordinator. The Coordinator will be responsible for providing leadership and coordination for all projects within the school, engaging with all stakeholders, and ensuring effective project management to achieve strategic objectives.
Responsibilities:
The incumbent will be expected to:
Internal and External Image Building:
- Provide leadership and excellent coordination for all projects within the School of Consumer Intelligence and Information Systems, mainly related to internal and external stakeholders.
- Initiate and maintain stakeholder engagement to support project success.
- Manage projects efficiently to meet timelines and budgetary requirements.
- Ensure alignment with the school's strategic objectives and UJ policies and practice.
Project Coordination and Stakeholder Relationship:
- Develop and implement stakeholder engagement strategies to build and maintain positive relationships with key stakeholders.
- Act as the primary point of contact for external stakeholders, managing their expectations and facilitating effective communication.
- Ensure alignment and good coordination amongst the school departments and centers.
- Coordinate stakeholder meetings, forums, and events to gather feedback, address concerns, and promote collaboration.
- Identify opportunities for stakeholder involvement in school initiatives and projects to enhance their engagement and support.
- Prepare and distribute regular stakeholder reports and updates to keep stakeholders informed of school activities and progress.
- Oversee and manage all projects within the School of Consumer Intelligence and Information Systems to ensure their successful completion.
- Develop and maintain project plans, timelines, and budgets, monitoring progress and making adjustments as needed.
- Coordinate project team members and external partners to align efforts and achieve project objectives.
- Prepare project status reports, memos, and updates for the Director and other key stakeholders.
- Ensure compliance with project management processes, including documentation, risk management, and quality assurance.
- Coordinate and manage all partnership agreements, including ensuring that Service Level Agreements (SLAs) and Memoranda of Understanding (MoUs) are properly loaded onto the UJ system for internal vetting, legal review, and approval processes, in line with institutional governance requirements.
Administrative Support:
- Provide administrative support in the office of the Director.
- Upload temporary appointments and ensure successful completion and payments.
- Liaise with clients and ensure all invoices are paid within the required timeframes.
- Load claims on Oracle Requester System.
- Liaise with students on programme related matters.
- Coordinate and manage procurement of office supplies, equipment, and furniture.
- Conduct research in preparation for key engagement and meetings.
- Source, manage, disseminate information from and to appropriate people and departments.
- Ensure research partner interaction, including with relevant university, business, and government personnel.
- Compile and prepare relevant reports, presentations, and external communication for the Director of School.
Minimum requirements
- Relevant Diploma in Project Management or related field.
- At least three (3) years' relevant stakeholder engagement experience.
- Event management experience.
- Experience with digital marketing campaigns.
- Knowledge of Oracle system and procurement processes.
- A valid driver's licence.
- Proven experience in project coordination and management.
- Proficiency in project management tools and methodologies to support project coordination and implementation.
- Previous experience in stakeholder management and project coordination roles.
Competencies and Behavioural Attributes:
- Excellent written and verbal communication in English for report writing, memo compilation, and stakeholder interactions.
- Ability to use technology to improve efficiency and attainment of the university’s strategic goals.
- The ability to professionally manage, motivate and display individual leadership qualities.
- An excellent public profile and media savvy complemented by academic/professional rigour.
- Excellent planning and organising skills and attention to detail.
- Excellent communication skills.
- The ability to work under pressure.
- Excellent interpersonal skills (networking and relationship-building).
- Excellent presentation skills.
- Effective problem-solving skills.
- A high level of creativity.
- Ability to work collaboratively with diverse teams and stakeholders to achieve common goals.
- Strong organizational and time management skills to effectively manage multiple projects and stakeholder engagements.
- Ability to work effectively in a fast-paced environment.
- A Degree (NQF 7) in Project Management or related field.
- Evidence of effective external engagement (academia, business community, professional boards, and wider society) is highly desirable.
- Knowledge of university systems, structures, policies, and procedures.
- Relevant work experience in a university environment.
- Project management skills and experience.
- Strong Presentation skills
- Relevant work experience in any service-related industry (one to two years).
- Fundraising experience.
- Social media management experience.
- Familiarity with UJ policies and procedures is a plus.
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.
