Current Vacancies at Stellenbosch University

Duties

• Management and administration of the PhD programmes of the Faculty of Economic and Management Sciences
• This responsibility forms the core of the position. The duties listed in this paragraph is applicable to all PhD students of the Faculty. Duties can be divided into the following:
• Coordination and administration of prospective students and the admission and registration of postgraduate candidates
• Developing, negotiating, presenting and monitoring new internal policies of Stellenbosch University (SU) and the Faculty to ensure better PhD and master's student practices;   
• Being under direct pressure to manage tight timelines of research outputs and PhD and master's student lifecycles;
• Responding to enquiries from prospective PhD students;
• Responsible for the compilation of information to prospective and registered students via webpages, brochures, and general communication channels; 
• Providing support to process applications during the annual doctoral recruitment process, and coordinating the evaluation of eligible applications. This process will occur in alignment with the internal processes of the various academic departments and the Registrar's Division;
• Providing administrative support with the preliminary selection and processing of applications on SUNstudent;
• Ensuring the seamless completion of the admissions and registration process in collaboration with the various academic departments, Stellenbosch University International and the Centre for Student Administration. 

Management and administration of progress reporting of PhD candidates

• Overseeing the administration of the Memorandum of Understanding (MoU) that needs to be signed by all PhD candidates and their supervisors, as well as the submission of an accompanying project plan;
• Managing the bi-annual completion of progress reports by PhD candidates and their supervisors;
• Communicating and managing the expectations attached to the conditional acceptance status and doctoral preparatory registration year;
• Monitoring the approval of PhD proposals by the Faculty Board;
• Assisting with the identification of training needs from the students' progress reports. 
• Administration of the PhD examination process
• Responsible for the administration of the examination process of doctoral dissertations, as well as the subsequent oral examination, which includes:
• Handling enquiries about the doctoral examination proses;
• Ensuring that supervisors and students are kept informed regarding the relevant submission dates;
• Receiving and processing the nomination of doctoral examiners forms;
• Preparing the nomination form and the CV's of examiners for further processing and approval by the Vice-Dean: Research and sending the completed form to the Faculty secretary for inclusion on the agenda of the Faculty Board for approval;
• Receiving the final dissertations from candidates and confirming with supervisors that the thesis is ready for examination;
• Sending the final dissertations with the required documentation to examiners;
• Receiving and processing the examiners' reports and sending the reports to the Vice-Dean: Research for preparing the quality control report;
• Sending the quality control report, as well as the processed anonymous examiners' reports to supervisors for further handling;
• Arranging the oral examination in collaboration with the Vice-Dean: Research, the candidate, supervisor(s), and the respective examiners; 
• Making the required travel and accommodation arrangements for external examiners and confirming the final arrangements;
• Sending the PhD candidate's response report to the respective examiners in preparation of the oral examination;
• Arranging the compensation of examiners with the responsible people;
• Receiving the improved dissertations (if required) for further examination; 
• Sending the recommendation of the oral examination panel, and the respective examiners' reports to the Faculty secretary for inclusion in the agenda of the Faculty Board for final approval;
• Payments and arrangements of flights and accommodation. 
• General office duties and financial administration (refers to PhD students of the Faculty and PhD students whose scholarship funding are administered by the Graduate School)

Secretarial duties:

• Providing administrative support to the Manager of the Graduate School and the Vice-Dean: Research;
• Arranging meetings and appointments for ad hoc duties;
• Compiling and distributing agendas, as well as fulfilling a secretarial role in taking minutes at the Graduate School Governing Board, the Faculty¿s Research Committee, the EMS Internationalisation Working Group and the EMS Postgraduate Studies Working Group;
• Handling administrative and follow-up duties that emanate from the minutes of the abovementioned meetings. 

Financial and operational duties:

• Managing the budget and scholarship allocations of full-time PhDs on the postgraduate bursary management system;
• Coordinating the annual renewal of medical cover for the Graduate School's international PhD candidates;
• Managing the Graduate School's asset register;
• Ensuring that payments to, for example, supervisors and examiners are facilitated in collaboration with the Registrar's Office;
• Managing the budget allocated to the Graduate School's staff support (StEM) project;
• Providing administrative support to the Graduate School's formal programme and social events:
• Booking rooms for workshops and the Graduate School's weekly seminar series;
• Arranging functions, venues and refreshments for the Graduate School's research days, conferences, and social events; 
• Handling travel arrangements for visiting international partners;
• Handling all financial transactions within the Graduate School Office;
• Liaising with internal stakeholders to identify the Graduate School's webpage requirements and ensuring the maintenance of the website.

Student administration:

• Using and updating the SUNStudent platform with the relevant student documentation, including signed MoUs and progress reports;
• Responsible for the annual updating of PhD student data for subsidy purposes;
• Keeping supervisors and departmental chairs informed of registered students and of their responsibilities regarding these students;
• Providing project management-based workflow/due dates to each student and supervisor to ensure that these stakeholders are informed of the dates by which approval is required by the Faculty Board. 
• Research management, information, and processes
• This position will directly impact the full research output scope of the Faculty. Optimal management of PhD and masters' completion rates as well as publication targets, NRF research contracts and the overall research profile of the Faculty, which will also play into the international profile of the Faculty;
• Supporting the development of directives and practices to ensure compliance with SU's policies;
• Providing related management information to line manager and Faculty management;
• Coordinating and supporting departments  with the annual submission of journal publications, books, etc., where needed; 
• Compiling and analysing publication and bibliometric data to be included in the Faculty's Research Evaluation Framework;
• Contributing to the writing and preparation of the Graduate School's annual progress report, as well as the Faculty's annual research report;
• Managing the Faculty's general "research shares scheme" and its allocated budget; Ensuring that the shares data are adjusted annually, that research incentives are paid, and that the researchers are provided with information thereof, fielding enquiries from researchers, ensuring that researchers have the required knowledge of their shares and responding to enquiries in this regard.

Job Requirements

• An honours level qualification (at NQF Level 8) with at least four years experience in the coordination of doctoral and postgraduate administration processes, OR a post-matric qualification (at NQF level 6) with at least six years' experience in the coordination of doctoral and postgraduate administration processes;
• The ability to make decisions and work under pressure in uncertain circumstances and without clear directives;
• The ability to work independently and set own priorities;
• Demonstrated ability to work with internal and external stakeholders at various levels of hierarchy;
• Experience and knowledge of and insight into research processes and research management;
• Strong written and verbal communication skills in English;
• Experience in financial administration;
• Excellent interpersonal skills;
• Proven ability to work with MS Excel.

Recommendation    

• Preferably a master's degree;
• Experience in or knowledge of the academic publishing and doctoral processes;
• Knowledge of SU's financial and student administration systems.

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Duties

Management:

• Providing support to the Director with project planning, proposal coordination and management, including identifying and scoping potential project opportunities;
• Scheduling staff and partner activities to ensure timely project reporting, coordinating and collating report inputs, and supporting the production of reports;
• Implementing and monitoring outcomes of the Schools' projects, and anticipating and identifying potential challenges to achieving outcomes;
• Integrating project activities with the School¿s business plans;
• Assisting the Director and staff with identifying funding opportunities and managing funding applications, including coordinating grant writing support;
• Managing contracts with partners and/or research collaborators;
• Managing relationships with project partnerships;
• Collating content produced by the School, and drafting and publishing annual reports;
• Daily operational management, including signing off on orders;
• Scheduling meetings and preparing documents for relevant meetings.

Liaising:

• Liaising with core staff, postdocs and students to ensure that all the project-related activities of the School are proceeding smoothly;
• Liaising with partners, postdocs and students to avoid bottlenecks in funding and reporting;
• Liaising with Stellenbosch University administration and other parties as required;
• Liaising with external funders and research collaborators to ensure continued alignment with objectives;
• Liaising with administrative and technical staff to identify and address operational needs.

Job Requirements

• A Master of Science degree in a field relevant to climate change adaptation and/or mitigation;
• At least three years' proven experience in managing climate mitigation and/or adaptation project planning and implementation;
• Proven experience in collating technical information and material, its synthesis, and the subsequent writing and editing of reports;
• Proven capability in writing project proposals;
• Experience in liaising with clients and/or funders;
• Excellent organisational skills, with the ability to prioritise work to meet deadlines;
• The ability to work as part of a team;
• The ability to multi-task;
• Strong verbal and written communication and presentation skills;
• Strong interpersonal skills;
• The ability to both act with initative and take direction.

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Duties

• Assisting with conducting research studies and clinical trials;
• Providing clinical support for research studies;
• Collaborating on new and on-going studies;
• Ensuring timely recruitment for all research studies and protocols, in order to implement the study's strategic targets;
• Collaborating with the study team to optimise research strategies;
• Assuming partial responsibility for study administration;
• Accountable for study planning and logistics.

Job Requirements

• MBChB;
• A valid driver's licence;
• Registered to practise in South Africa;
• Patience, compassion, and must enjoy working with all age groups, including children;
• Good written and verbal communication skills;
• Good understanding of relevant scientific, implementation of, and ethical issues surrounding public health and infectious diseases in South Africa.

Recommendation

• One year experience as a medical officer in a research environment;
• An interest in infectious diseases;   
• An interest in the community and research skills development;
• Good Clinical Practice (GCP) certification;
• Computer literate;
• Clinical trial and research experience;
• Experience of antiretroviral therapy and infectious diseases;
• The ability to work well independently as well as in a team;
• The ability to develop and maintain a good working climate among the study personnel;
• An interest in developing own research projects and research questions.

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Duties

• Strategic planning, management and the implementation of strategic goals for the provision of information services and research support to the Faculty of Economic and Management Sciences;
• Providing information services  and research support to all clients of the Library and Information Service, with specialisation in Economic and Management Sciences;
• Subject specific information literacy and digital skills training, generic training and the creation of e-learning programmes;
• Creating and applying new and innovative services with the support of appropriate systems/programs to reach clients, e.g., Moodle, LibGuides, Camtasia, virtual services tools and AI tools;
• Collection development;
• Liaising, building relationships and communicating with the various academic departments within the Faculty of Economic and Management Sciences and relevant role players on campus;
• Marketing of library services and resources, orientation and training programmes, etc.

Job Requirements    

• Bachelor's degree in library and information science (LIS), or a bachelor's degree with a postgraduate diploma in LIS or equivalent qualification;
• At least five years' experience in providing information services and research support in an academic environment;
• Knowledge of the needs of the academic community with regard to information services, research support and other client services;
• Sound knowledge of information literacy development and e-learning in the academic sector;
• Good teaching, presenting and facilitating skills;
• The capacity to be innovative and dynamic in information provision and research support;
• Knowledge of collection development;
• Strong computer proficiency, including sound knowledge of the Windows environment;
• Excellent interpersonal, liaising and marketing skills;
• Excellent written and verbal communication skills;
• The ability to work effectively within a team as well as independently without supervision

Recommendation

• A postgraduate qualification is strongly recommended;
• A teaching or training qualification;
• Exposure to and knowledge of changing trends and benchmarks in subject specific research support and academic libraries.

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Duties

Entering into, and abiding by, the required tripartite contract of service learning with a principal attorney and the Legal Practice Council. Duties include:

• Providing support to other practitioners within the firm on all aspects of legal practice;
• Assisting in the preparation of matters for trials or hearings;
• Conducting research and preparing legal opinions;
• Attending consultations with clients, witnesses and experts;
• Attending court appearances, including pre-trial conferences and trial proceedings;
• Liaising with counsel, experts, clients and opponents;
• Attending to the day-to-day management of files under the supervision of other practitioners
• Drafting agreements, letters and other legal documents;
• Assisting and supporting students as well as any teaching offered by the Law Clinic;
• Conducting other daily administrative and legal practices.

Job Requirements

• An LLB qualification;
• Verbal and written fluency in English and Afrikaans, or English and IsiXhosa;
• Good legal writing skills;
• The ability to work as part of a team and independently;
• The ability and willingness to work outside office hours, including on weekends as may be required from time to time;
• The ability to maintain good interpersonal relationships;
• The ability to work under pressure;
• The ability to work on own initiative;
• Sharing the values upon which the Law Clinic is founded;
• The ability to function effectively in a multicultural environment.

Recommendation

• Relevant prior work experience;
• Existing knowledge of and familiarity with the work of the Law Clinic.