Functional System Postgraduate Coordinator - Department of Enrolment and Student Administration at University of Pretoria/Universiteit van Pretoria

JOB PURPOSE:

• The incumbent will maintain and set up all postgraduate system functionality, and provide support to faculties in streamlining the Postgraduate enrolment processes, applications, admissions, and registrations.

RESPONSIBILITIES:

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

Enrolment system support: 

• The development of PeopleSoft Campus systems to enhance the processes of enrolment (application, admissions, selection, and reporting);
• Investigate problems or errors in PeopleSoft Campus (Applications and admissions), and resolve in liaison with relevant parties;
• Testing of new developments and documents, as well as any system bugs;
• Prepare training material and train staff to ensure optimal use;
• Provide user support on system related matters;
• Communicate with enrolment staff on new developments, system changes, and new procedures;
• Ensure quality control checklists are in place for admissions and selections in line with UP regulations;
• Assist with new system designs aligned with regulations and the University’s goals and strategies;
• Conduct continuous quality control of the enrolment system and system functioning;
• Maintain the PeopleSoft Campus system setup, and ensure all processes are running smoothly and according to admissions rules and regulations;
• Setup and maintain system for all Postgraduate processes and procedures. Implement the necessary changes as requested by faculties, and changed regulations;
• Ensure that the setup is according to approved regulations;
• Setup and amend closing dates accordingly;
• Distribute closing date lists regularly to relevant staff and head of student administrators;
• Ensure uploads of What to study-ftp files to the UP website, including liaison with different department heads on information displaying to the public;
• Assist with system design, testing of new system developments, and train staff in different departments;
• Quality control: 
• Conduct quality control on admissions and follow-up on timelines with faculties;
• Liaise with faculties on admission and application processes;
• Ensure enrolment is according to approved regulations;
• Recommend regulation changes when applicable;
• Ensure proper student communication i.e. letters, notifications, sms’e;
• Liaise with faculties on enrolment timelines and alert managers and staff on deadlines not met;
• Admissions process management: 
• Support the admission and selection processes for all undergraduate and postgraduate programmes;
• Interpret admission information and advice manager;
• Co-ordinate admission and selection between the different faculties, streamlining the processes and giving the student a holistic experience;
• Manage admissions quotas and targets as received from the Department of Institutional Planning (DIP);
• Provide faculty assistance and support when required;
• Train faculty admission staff and other departments on admission processes;
• Communicate with admission staff on deadlines, changes and other information;
• Oversee quality control; and report irregularities regarding admission related matters;
• Ensure admission and selection processes aligns with the strategic goals and vision of the University (such as a top-achiever project);
• Assist with the independent verification of processes by the Internal Audit department;
• Application process management: 
• Support faculties and professional services departments on all application issues;
• Train faculties on application process;
• Create and maintain training documents and material;
• Ensure all marketing material, communication and web pages are updated;
• Test and ensure application process are user friendly;
• Assist students on the application process, including creating tokens for special applications. 

MINIMUM REQUIREMENTS:

• Relevant/related Bachelor’s/BTech degree, with

A total of three years’ experience in:

• Student administration at a Higher Education institution;
• Processing applications, admissions and selections;
• PeopleSoft Campus systems in admissions.
• OR
• A relevant three-year National Diploma, with
• A total of five years’ experience in:
• Student administration at a Higher Education institution;
• Processing applications, admissions and selections;
• PeopleSoft Campus systems in admissions.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):
Knowledge of:

• The University’s corporate branding and image;
• Programmes and plans offered by UP;
• The University’s structure, including faculty structure and culture;
• UP’s policies and procedures;
• The University’s general rules and regulations;
• PeopleSoft Campus Admissions;
• Competent in:
• PeopleSoft Campus;
• System architecture;
• MS Office package;
• 3C Component and BI Publisher;