Fresh Opportunities at Stellenbosch University

About the Job

Duties

• Functioning as the liaison between the Centre for Student Administration (Stellenbosch Campus) and the relevant Faculty
• Responsible for the operationalisation of the enrolment functions for the relevant Faculty
• Responsible for staff supervision and leave administration
• Providing support to the Assistant Registrar regarding operational and strategic matters to enable the optimal functioning of the Centre
• Managing student administration for the applicable Faculty with regard to the entire enrolment cycle of undergraduate and postgraduate students
• Providing support to the Assistant Registrar and the Deputy Registrar in managing the quality assurance processes of the operational aspects of programme administration
• Responsible for the management of the examination process of theses of master's and doctoral programmes
• Providing training and support to academic and PASS staff (professional, administrative, and support services) regarding programme administration processes and functions
• Managing the integrity of programme administration processes in collaboration with Faculty management, academics and PASS staff
• Managing the review and updating of student records in order to support the management of the integrity of academic records of the relevant Faculty
• Responsible for the coordination of the relevant Faculty committee and compiling and communicating the related reports and documents
• Responsible for the quality assurance of the reports and committee documents
• Acting as secretary of ad hoc committees, the Faculty committee and the Faculty board, and assuming responsibility for all related tasks emanating from these committees
• Coordinating and handling student programme enquiries and providing guidance to students, academic staff and external stakeholders
• Responsible for managing  and executing follow-up actions with regard to outstanding programme information and documents in collaboration with the relevant academic environment
• Advising students and staff regarding SU's policies and the programme-related rules, regulations and guidelines, and ensuring that programmes' administration processes comply with the above
• Responsible for writing reports relating to the above portfolio, which include statistical summaries on, among other things, admission, registration and qualification trends
• Performing ad hoc tasks as operationally required.

Job Requirements

• A university degree or an equivalent qualification;
• At least five years' relevant experience within a higher education institution, or at least seven years' related experience
• Proven ability to work with a high attention to detail and maintain confidentiality
• Proven organisational, planning, prioritising and administrative skills
• Proven ability to function effectively under pressure and to keep to strict deadlines
• Excellent communication skills in English, and proven ability to effectively function within a multi-lingual and multi-cultural environment
• The ability to manage problem and conflict situations in a diplomatic manner
• Excellent interpersonal relationships with students, colleagues and other stakeholders
• Proven computer literacy, including sound knowledge of the Microsoft Office package
• Proven record of student-centered service delivery
• The ability to work as part of a team;
• Willingness and availability to work irregular hours at times.

Recommendations

• A postgraduate qualification
• Knowledge of the National Qualifications Framework (NQF)
• Experience with the introduction of new programmes and with the relevant policies and processes of the Council for Higher Education (or similar institutions)
• processes of the Council on Higher Education (or similar institutions)
• Proven experience of the software used within the SU environment
• Proficiency in Afrikaans and/or another official South African language
• Proven experience in database management
• Staff management or project management experience.

Closing Date: 11th, May 2022

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About the Job

Duties
Business Process Management

• Managing and delivering comprehensive support services to achieve development, alumni and institutional fundraising objectives at Stellenbosch University - both to senior University leadership and the Division's fundraising and alumni professionals
• Together with the Senior Director, developing and implementing creative, efficient and supportive service strategies for the portfolios that should include business intelligence forecasting, prospect research and qualification, donation and alumni participation record-keeping, and financial and records management
• Managing the internal systems of donor prospect identification, cultivation and solicitation, and events record-keeping and stewardship practices, with a strong emphasis on pipeline development for major and corporate gifts prospects and better alumni engagement
• Driving the implementation of key initiatives and ensuring that measurable outcomes are achieved
• Managing competing priorities for the Department on items to be delivered to support business processes.

Technical Expertise

• Developing, reviewing, interpreting and advising staff on office policies and data governance procedures, especially the Protection of Personal Information
• Act (POPI in South Africa and General Data Protection Regulation, or GDPR, in Europe), as they pertain to records management, to reach 100% compliance
• Incorporating evidence-based decision-making with respect to the CRM services and its potential limitations
• Interfacing with the Finance Department and general ledger accounting staff regarding financial reporting
• Engaging with service providers to ensure that end-to-end solutions are implemented
• Addressing complex challenges and ensuring that queries are dealt with timeously.

Objective Setting And Responsibility

• Ensuring that the items delivered within the Department are aligned with the DAR direction/roadmap and are supportive of objectives and goals
• Making day-to-day judgement calls on matters at departmental level, to determine the priority of requests and the backlog, and the roadmap for developments
• Identifying and defining the immediate, short and long-term objectives/plans associated with the provision of service by establishing specific measures to enable and guide the Unit to plan, manage and/or prioritise outcomes. Managing and controlling these professional, technical and operational outcomes, particularly related to the provision of support and the quality of data and research within the development services unit
• Creating a roster of continuous improvement of the data system, based on requests from internal users, experience of use and functional needs, as well as the operating capacity of the CRM system. Regularly disseminating functional and operational information on the immediate, short and long-term objectives and current developments, problems and constraints to manage business expectations and proactively mitigating risks.

Stakeholder Relationships And Subject-area Ownership

• Building and maintaining business stakeholder relationships and being a strong team player within the environment. T his includes scoping, planning and benchmarking through consultation with various stakeholders. Liaising with stakeholders to determine priorities and effective solutions to meet end-user requirements, particularly to ensure that deadlines are met. Evaluating and implementing corrective measures to address any deviations from expectation
• Participating in various meetings (internal and external) as a team player and providing comments or opinions on matters affecting or concerning the functionality of the CRM system and development services function.
• Responding, by collection information and/or by conducting the necessary investigation/research, to enquiries on and concerns about service delivery from users.
• Encouraging, motivating and developing the whole DAR by introducing systems that will produce meaningful reports, and providing input into overall DAR objectives.

Team Performance Management

• Developing and managing the key performance indicators and outcomes of personnel within the Development Services Department by planning and determining operational outputs, timeframes and responsibilities assigned to staff
• Leading and developing the Development Services team, identifying the skills gaps within Development Services, and completing work and developmental plans with clearly defined objectives for existing staff
• Ensuring that a climate conducive to promoting and sustaining high performance levels is cultivated and that positive contributions to the Development Services' service level objectives and outcomes are achieved
• Measuring staff performance against agreed objectives and providing counselling, and consulting with personnel on targets and standards as indicated in the work agreements
• Ensuring adequate staff capacity, skills and pipelines, and driving improvements in team engagement
• Assisting in leading, managing and coaching existing and new staff in the Department.

Personal Growth And Achievement

• Taking initiative to further develop own leadership and other skills
• Demonstrating the behaviors consistent with SU values
• Remaining on top of industry developments
• Engaging with service providers on a continuous basis to drive development of additional functionality and ensuring that our systems are optimal to our needs.

Job Requirements

An honours degree in a relevant field

• More than five years' project management experience, and in coordinating a diverse service portfolio
• Proven leadership track record
• An understanding of the legal requirements and implementation of bona fide donations
• An understanding of the systemic support requirements for the success of the advancement, fundraising and alumni relations functions
• A diplomatic, professional demeanour - the ability to liaise effectively with senior University leadership
• Highly organised and self-driven, with exceptional planning and prioritising competencies
• Excellent verbal and written communication and presentation skills
• Demonstrable ability to anticipate needs, see opportunities, and use good judgement in dealing with confidential information
• Strategic thinking and a proven track record of driving strategies in support of service excellence
• Strong stakeholder management and end-user support orientation.

Recommendation

• Expert knowledge of database systems and system integration challenges
• Multilingualism - proficiency in at least two South African languages.

Closing Date: 13th, May 2022