Project Manager: Publications - Department of Enrolment and Student Administration at University of Pretoria/Universiteit van Pretoria

Job Purpose

• The purpose of this job is to produce DESA information products in collaboration with faculties and professional services departments, for the undergraduate market. The incumbent will be responsible for the control of information products in line with processes and procedures, as well as for the finalisation of products with external service providers.

Responsibilities

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

Strategic planning and stakeholder relationship management:

• Provide strategic inputs on the identification of product development for recruitment material;
• Give input on the production planning for recruitment material;
• Coordinate, plan and present meetings with both external and internal stakeholders;
• Compile project plans and distribute them;
• Complete all administrative processes relating to projects (e.g. Minutes, agenda, weekly targets, etc.);
• Engage with stakeholders to facilitate project completion and to identify challenges;
• Address and resolve project challenges once identified;
• Communicate and implement changes relating to products;
• Develop training manuals;
• Organise and facilitate an annual publication workshop with all stakeholders;

Manage the DESA publication process:

• Compile a detailed production schedule for all publications for all undergraduate recruitment information products (both programmes and recruitment product);
• Coordinate the activities of the various internal and external role players in the production of the information products;
• Organise production teams and delegate project management responsibilities to faculty and professional service departments to achieve set objectives;
• Ensure planning of resources and affordability factors;
• Monitor and track the progress of the publication process;
• Keep records of all projects and their progress;
• Compile and submit reports on the projects to management;
• Research and utilise technology in line with current and new trends;

Quality control and sign-off:

• Evaluate and monitor the correctness of product information;
• Adhere to the branding guidelines of UP;
• Distribute proof prints to stakeholders of faculties and departments for sign-off prior to printing;
• Complete final sign-off on all information products as per project scope;
• Keep record of all processes and version control of product development;

Distribution of DESA information products:

• Develop a distribution schedule;
• Facilitate the arrangements for deliveries to stakeholders;
• Oversee the printing schedule and follow up with printers;
• Keep record of all deliveries;

Financial management:

• Apply financial control mechanisms regarding UP policy requirements;
• Acquire and submit comparative quotations as per policy for publication products;
• Acquire approval before proceeding with printing of information products;
• Manage publication budgets and submit reports management.

Minimum Requirements

• Bachelor’s degree in languages, with specialisation in English; OR
• BEd with specialisation in English; OR
• B Communication Science; OR
• B Information Management; OR
• BIS (Publishing, Information Design, Publication Management or Multimedia)

WITH

Five years’ experience in:

• Relevant publication management;
• Managing group projects;
• Product design.

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Organisational capabilities;
• Knowledge of a tertiary education environment;
• Computer skills;
• Editing, translation and proof reading skills;
• Management skills;
• Dynamic and innovative;
• Ability to conceptualise;
• Multilingualism (English, Afrikaans and other South-African languages);
• Ability to handle multiple tasks;
• Ability to consult with multiple role-players within and outside DESA regarding the development and supply of information products;
• Negotiating and co-ordinating abilities;
• Deadline and due date driven;
• Attention to detail and quality assurance;
• Accuracy;
• Reliable and trustworthy;
• Sense of responsibility in all dealings;
• Adaptable and flexible.

Added Advantages And Preferences

• Relevant postgraduate qualification;
• Qualification in Project Management;

WITH

• Three years’ financial management experience;
• A valid driver’s license.