Deputy Director: Student Administration - Department of Enrolment and Student Administration at University of Pretoria/Universiteit van Pretoria

JOB PURPOSE:

• This position is responsible for the Student Administration Division within the Department of Enrolment and Student Administration (DESA). The incumbent is responsible for the management of staff within the Student Administration: Operations and the Academic Programmes and Scheduling units. These functions serve as a crucial connection between faculty administration and students, and ensures that related administrative processes are facilitated to support the lifecycle of students until graduation. In addition, this role involves working across functional areas, departments and boundaries, and being able to address complex system problems and disruptions by providing effective solutions.

RESPONSIBILITIES:

The successful candidate’s responsibilities will include, but are not limited to:

• Operational management:
• Manage the staff and operations in the Student Administration Division related to:

The Academic Programmes and Scheduling unit - Responsible for the preparation of Faculty Board meetings, implementation of approved curriculum changes, scheduling functions, the provision of annual yearbooks; and

The Student Administration: Operations unit - Responsible for the coordination of student administration in faculties, invigilation of examinations, provision of certificates, graduation processes and procedures and inaugural addresses, as well as the verification of qualifications;

• The coordination, monitoring and decision making and management of quality related to the student administration service excellence;
• The benchmarking of services, business processes and systems with other institutions, both locally and internationally, through research, collaboration and site visits; 
• Define the scope of the Student Administration division, within the Department’s strategy, in collaboration with the Director

Financial management:

• Manage the allocated budgets for the division, and oversee the budgets allocated to the Student Administration: Operations and Academic Programmes and Scheduling units, in compliance with University policies;
• Implement cost control measures, and provide reports to the Director regarding expenditure;
• Contribute insights to the IT capital budget process in partnership with the Deputy Director: Student Systems;
• Oversee and provide guidance on all contractual agreements with service providers;

Human Resources management:

• Manage the process of recruitment, selection and placement of staff in collaboration with the Director and Department of Human Resources, based on organisational needs, job requirements and Employment Equity targets;
• Ensure that HR governance processes are refined and put in place;
• Ensure clear understanding among staff regarding their respective duties and responsibilities outlined in their job descriptions;
• Develop, document, and formalise standards for individual work success through participative management processes;

Stakeholder management:

• Facilitate, co-ordinate and lead various key meetings ensuring the development and implementation of specific action plans; 
• Establish and manage liaison between Student Administration and other support divisions and departments;
• Facilitate outcomes and implement corrective actions, when necessary;
• Manage ad hoc projects as well as cross functional projects as required; 
• Oversee and ensure the success of various meetings, including but not limited to:

All Student Administration related matters;

• Operational matters;
• Heads of Student Administration in faculties;
• Senate Review Committee on readmissions (Secretariat only);
• Lead various change management initiatives to ensure students and staff are well-informed about changes and improvements related to Student Administration processes.

MINIMUM REQUIREMENTS:

• An applicable Honour’s degree; with

A total of eight years’ experience, of which three years must be in management, in: 

• University Student Administration;
• Academic and student administration and operational management in a higher education institution;

Proven experience in and knowledge of inter alia:

• Stakeholder management;
• Change management;

HR;

• The development and managing of academic programmes;
• Working with systems cross-cutting matrix management and ability to innovate on institutional level.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge:

Administrative and computer literacy skills;

Knowledge of/in:

• Higher education rules and regulations;
• Student systems and student life-cycle;
• Designing and implementing business plans/proposals;
• Data interpretation/analysis and report writing;

Technical competencies: 

• Relevant language and communication skills; 
• Computer literate;
• PeopleSoft;
• Behavioural competencies: 

Ability to:

• Be flexible and adapt to changing circumstances;
• Function effectively in a real time environment, attending to tasks as they arise;
• Manage time and priorities effectively, ensuring tasks are completed efficiently;
• Multitask and work effectively in a pressured environment, attending to multiple tasks simultaneously;
• Demonstrate initiative and be a self-starter, taking proactive steps to address challenges;
• Collaborate as a team player, contributing positively to group dynamics;
• Exhibit strong interpersonal skills, fostering positive relationships with others;
• Deal with complexity in a cross functional and multi-faceted environment;
• Negotiate effectively to achieve mutually beneficial outcomes;
• Demonstrate leadership skills, guiding and motivating others towards shared goals;
• Apply analytical skills to assess situations and make informed decisions;
• Lead a team, providing direction and support to achieve objectives;
• Adapt and function in diverse situations to resolve problems effectively.

ADDED ADVANTAGES AND PREFERENCES:

• An applicable Master’s degree (Administration/Education policy or equivalent);
• Applicable management courses/qualifications;

A total of eight years’ experience in:

• Compiling curricula and preparation of yearbooks;
• Timetable scheduling;
• PeopleSoft systems;
• Valid driver’s licence.

CLOSING DATE: 10 February 2026