Manager: Student Affairs (post level 8) at University of the Free State

Duties and responsibilities:

Strategic Planning and Support

• Ensure strategic alignment of all Student Governance Structures with institutional goals.
• Collaborate with senior management to develop and implement strategic plans for student governance in line with UFS policies.
• Oversee the development and execution of the annual operational plans and ensure consistent reporting on progress.
• Promote good governance practices and strategic leadership within student governance structures.
• Create partnerships with Chapter 9 institutions, NGOs, NPOs, Voluntary Associations, DHET and other government institutions that work within the ambit of student governance and student affairs.
• Provide guidance on the strategic plans of all Student Governance Office (SGO) structures.
• Provide strategic support to the Head: Institutional Student Governance Office.
• Support the strategic and operational frameworks of the Institutional Student Governance Office, Division of Student Affairs, Sport, Arts and Culture, and the University.
• Stay abreast of latest trends and developments in promoting diverse student community on campus.
• Stand-in for the Deputy Director in terms of departmental and institutional functions when required.

Governance and Compliance

• Oversee and manage the operations of the Faculty Student Council, Associations and Organisations coordinators and the SRC Administrator.
• Oversee and manage, in collaboration with coordinators and the administrator the operations of all SGO structures, to ensure alignment with the ISRC Constitution and UFS Institutional Statute.
• Facilitate student governance elections and transitions in line with the ISRC Constitution and university statutory requirements.
• Ensure timely submissions list for all student representatives to institutional committees (SRC, FSC, Ass/Org, Residences) in line with SOPs.
• Collaborate with the Deputy Director to ensure that the ISRC Constitution, Code of Conduct, and related ISGO policies are reviewed when the policy term ends.
• Identify policy gaps for development within Student Governance and review existing policies for alignment.
•  Provide input into the review and development of governance policies.
• Ensure attendance by student representatives at the institutional committee meetings by ensuring that the SGO Manager is copied on all meeting invitations.

Protest Management and Resolution

• Act as a liaison between the administration and student groups to reach a consensus and peaceful resolution.
• Work with campus security to maintain order and manage potential risks during the protests.
• Monitor social media and other communication channels to stay updated on the progress of protests, to respond to student concerns and to advise Deputy Director/Head: Institutional Student Governance Office
• Develop communication plans to inform students, faculty members, and the public about the protests and any related activities or news.
• Facilitate discussions and other forms of debate to promote conversation and dialogue rather than violence.
• Work with university leaders and faculty members to identify potential solutions to the challenges that students are protesting about.
• Advise, through the Deputy Director, university executive management on potential protests and solutions thereof. 

Financial Management

• Compile a budget and Annual Plan Schedule for the SGO.
• Manage and monitor the financial resources allocated to student governance structures, ensuring adherence to university financial policies.
• Approve SGO and student governance structures requisitions in line with UFS procurement policies.
• Provide oversight on the budgeting process for student governance office and student governance structures and ensure alignment with the approved annual plan.
• Assist CSRC standing committees with annual planning, budgeting, and monitoring the implementation thereof.
• Monitor expenditure in line with the budget, taking corrective action when needed, to ensure the utilisation of the budget according to the plan, and with all financial rules.

Training and Capacity Building

• Introduce and implement financial literacy training/workshops for CSRC standing committees.
• Facilitate leadership training and development for the SRC and all its sub-structures and implementation of the student leadership co-curriculum programmes that develop graduates' attributes, employability, and entrepreneurship.
• Plan and implement induction and orientation programmes for newly elected student governance structures.
• Identify qualified internal and external professionals in the training of student leaders.
• Organise, coordinate, and supervise student leadership activities and to support elected office bearers in running various student leadership structures.
• Liaise and collaborate with Faculties and other Support Departments in the coordination and management of all training and developmental opportunities.
• Facilitate ongoing capacity-building initiatives, including team-building activities, workshops, training, and strategic planning sessions to enhance governance efficiency.
• Identify leadership and developmental opportunities for student leaders and monitor attendance.

Project Management

• Receive submitted Plan of Action from SRC and its Sub-structures.
• Approve and oversee the POA's from student governance structures.
• Introduce and implement student governance centred programmes.
• Oversee and provide logistical support for events, activities, and projects undertaken by student governance bodies.
• Facilitate and monitor governance projects, ensuring they are completed according to timelines and institutional objectives.
• Ensure comprehensive digital and media coverage of governance events, launches, and initiatives, collaborating with relevant UFS departments.
• Foster community engaged scholarship.
• Oversee the development and implementation of (Internal and External) Campus SRC Projects.
• Initiate, coordinate and roll out projects of strategic relevance in Student Governance on Campus.

Communication and Stakeholder Engagement

• Promote and facilitate open communication between governance structures, faculty management, and internal/external stakeholders.
• Establish relations with external stakeholders to achieve SGO objectives.
• Foster strong relationships between student governance structures and institutional governance bodies through regular meetings and collaboration.

Reporting and Administrative Support

• Compile and present reports on the activities and performance of student governance structures to the Deputy Director/Head: Institutional Student Governance Office.
• Ensure accurate record-keeping and document management for the SGO.
• Provide guidance on report and minute writing for governance structures, ensuring clarity and adherence to institutional standards.
• Receive reports from SGO staff, collate, and submit to HOD.

People Management

• Manage/coordinate staff by preparing work schedules and assigning specific duties.
• Supervise, support and mentor staff.
• Provide leadership and advice towards the activities of personnel.
• Provide platforms for information sharing, conflict resolution and alignment.
• Participate in the advertising, recruitment and appointment of ad-hoc and contract staff.
• Manage staff leave as needed.
• Deal with staff disciplinary processes in line with UFS policies and procedures.
• Identify staff training needs and coordinate and arrange workshops/training.
• Conduct the full Performance Management process of staff.
• Promote staff well-being.

Inherent requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7  in the Social Sciences, Education, Public Administration or a related discipline.
• A minimum of three (3) years’ relevant experience in student affairs, student governance, stakeholder engagement, project management, leadership development or a related field.

Recommendations:

• Honours degree/Postgraduate Diploma on NQF Level 8.
• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Three (3) years relevant experience in Student Affairs. 
• Member of a or registration at a professional body (attach proof).