Faculty Manager (Post Level 7) at University of the Free State

Duties and responsibilities:

Operations and Faculty Management 

• Responsible for the day-to-day management of core administrative business of the faculty.
• Engage in the strategic planning of administrative business processes in conjunction with the Dean and/or Vice Deans.
• Manage meetings and associated administration for Faculty Committees (For example, Faculty Board and Faculty Management Committee).
• Responsible for convening and agenda preparation for Faculty meetings.
• Advise the Dean, Vice Deans, Heads of Departments, Centres and Schools within the Faculty in terms of operational policies and procedures that influence 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.
• Effectively manage Faculty admissions, registrations, and graduation functions.
• Manage student registrations, oversee the process of academic advice to students, deal with student enquiries, and refer students where necessary.
• Plan and organise the academic year cycle, including the faculty rulebook, syllabus publications, faculty calendar, and key activities in the Faculty on the University calendar.
• Effectively manage the faculty registrar function and academic records.
• Liaise with the Vice Dean: Teaching and Learning, Teaching-Learning Manager, Head of Departments and Programme Director regarding the establishment of new qualifications and streams.
• Liaise with Marketing and other departments for updating the information in the Faculty Booklet, prospectus and other marketing material.
• Adhere to University and faculty policies and procedures.

People Management 

• Supervise administrative staff and service workers in the Dean’s office, and perform all functions associated with such supervision, including induction of new staff members, leave approval; performance evaluation of staff members; coordinate duties of the staff members, and make recommendations in terms of promotions, salary increases and merit bonuses for these staff.
• Administer the recruitment process, including to perform administration associated with advertisements; assisting in sifting applications; and assisting with arrangements for shortlisting meetings and interviews for vacancies in the Dean’s office.
• Monitor contract appointments (including (re)appointment of AHDs and Programme Directors, to ensure timeous submissions to the Human Resources Department.
• Promote transformation within the faculty administration.
• Identify training needs of administrative staff within the Office of the Dean and facilitate such training.
• Manage and coordinate the annual promotions cycle in the faculty.
• Liaise with the Department of Human Resources and the Executive Committee of Senate regarding appointments and promotions.
• Adhere to UFS’s human resource policies and procedures.

Finance Management 

• Plan, manage, report and advise on the faculty budget (annual budgeting; financial planning; allocation of funds; and financial control).
• Complete ad-hoc claims, requisitions and service requests where necessary.
• Adhere to the UFS’s financial policies and procedures.

Monitoring and Evaluation 

• Monitor, evaluate and prepare the annual projection for the faculty’s fee income and enrolment planning.
• Provide data, analysis and information in support of planning and decision-making within the faculty.

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, Vice Deans, Heads of Departments, Programme Directors, Teaching-Learning Manager and the Faculty Management Team on Academic Policy decisions.
• Act as a member of the following Faculty Committees: Faculty Board, Faculty Management Committee, Faculty Academic Planning Committee, Faculty Marketing Committee, Faculty Admissions Advisory Committee, Faculty Examination Board and Faculty Rules Committee.
• Act as member of the following Committees external to the faculty: Central Examination Committee, General Rules Committee, Academic Advising Forum, Graduations Committee, Applications Forum, General Registrations Committee, TLMG and Senate Enrolment Management Committee.
• Act as member of ad hoc task teams during special projects (e.g., ITP Progression Rule Task Team, Systems Renewal Task Teams).

Quality Assurance 

• Ensure that all the activities within the faculty are 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:

• A relevant bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7.
• Minimum of four (4) years’ relevant working experience in an academic administration supervisory role at a higher education institution. 
• Proven experience with administrative, financial, and management systems and software (e.g., PeopleSoft), and with processes, policies, and procedures of higher education institutions.

Recommendations:

• A relevant honours degree /Postgraduate Diploma/Professional Bachelor’s degree on NQF Level 8.
• A thorough understanding of staff management and leadership.
• Sound knowledge of business drivers and trends and environmental factors to influence and shape the department’s strategy.
• Sound knowledge of Acts that impact the Tertiary Education sector.