Senior Officer: Residence Placements - Department of Residence Affairs and Accommodation at University of Pretoria/Universiteit van Pretoria

Job Purpose
To ensure that the allocated functions and duties are aligned and executed to support the University and the Department of Residence Affairs and Accommodation’s mission, with the emphasis on team work and client service.

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

Student residence placements:

• Manage undergraduate/postgraduate student recruitment and placement functions, enquiries, and student residence accounts of allocated residences in line with placement policies and related procedures;
• Update and process information on Residence PeopleSoft system;
• Plan the availability of accommodation for students;
• Extract reports from Residence PeopleSoft system for the provision of lists and reports to House Committees, Heads of Residences, Building Coordinators;

Client service and communication:

• Review and update existing communications regularly;
• Collect information and compile, information leaflets as needed;
• Proof reading of correspondence, publications, etc;
• Adjust procedures and processes to enable improved communication to undergraduate/postgraduate students;

Accounts and finances:

• Attend to enquiries with regards to accounts, and resolving general financial enquiries and calculations;
• Attend to first escalation disputes, and if not able to resolve, refer to manager;
• Follow-up on open rooms to ensure the full utilization of capacity to prevent financial loss;

General administration and enquiries:

• File and draw documentation and management information;
• Attend to general enquiries as pertaining to the specific divisions within the department;
• Liaise with students, Heads of Residences, Coordinators: Residence Facilities, public, guests in residences, other institutions, suppliers, client’s parents etc.

Minimum Requirements

• Relevant Bachelor’s, degree with two years’ experience 
• Relevant National Diploma, with four years’ experience in:

1. Residence/housing placement at an academic or other corporate accommodation establishment;
2. Client service environment and managing enquiries;
3. Administration;
4. Financial experience, including accounts and resolving financial queries;
5. Quality control of all formats of correspondence;
6. Project planning;
7. Reservation and placement of guests.

Required Competencies (skills, Knowledge And Behavioural Attributes)

Knowledge of:

• University admission policies;
• University residence placement policies and processes;
• Client service practices;
• Student finance and accounts processes;
• Computer literacy (MS Word, Excel, PowerPoint, e-mail and web applications);
• Tertiary sector database systems;
• Online platforms and applications;
• Exceptional ability to communicate;
• Strong interpersonal skills;
• Ability to establish and maintain effective partnerships and relationships with people in a multi-cultural environment, with sensitivity and respect for diversity;
• Team work acumen;
• Ability to work under pressure.

Closing Date: 6th, July 2022