Deputy Director: Student Administration

RESPONSIBILITIES:

• Operational management:

• Strategic management of the Student Administration Division: develop and implement strategic plans to optimise student services and the reputation, brand and image of the University of Pretoria and to ensure UP’s competitive position nationally and internationally;

• Manage operations in the Student Administration Division which includes:

• the coordination, decision making and management of quality;

• the monitoring, decision making and management of student administration service excellence;
• the coordination of Service Level Agreements with relevant business units;
• the continual business improvement and innovation of services in a complex environment with multiple stakeholders;
• the benchmarking of services, business processes and systems with other institutions both locally and internationally through research, collaboration and site visits;
• Identify and define the functional terrain of the Student Administration division, within the parameters of the strategy of the Department, in consultation with the Director;
• Create opportunities for optimal performance by supplying adequate and required operational and logístical support systems;
• Oversee efficient, effective, integrated and accurate systems for students and staff;
• Provide leadership, decision making with regards to the division’s operational activities and monitor on a continuous basis;
• Implement business process re-engineering to ensure that business processes are revised and re-engineered to ensure continual improvement, improved productivity, reduced wastage;
• Manage student administration for both under and postgraduate programmes in all faculties;
• Provide faculty support;

• Managing of:

• The co-ordination of graduation ceremonies;

• Qualification verification;
• Off-campus examinations;
• Invigilation for tests and examinations;
• Student administration at Gordon Institute of Business Science (GIBS);
• The processes and development of year books;
• The scheduling and timetables;
• The regulation amendments;
• Act as secretariat to the Senate Review Committee on re-admissions;
• Conduct an in-depth analysis to acquire an understanding of the entire institution in order to question and recommend improvements to existing policies, processes and systems that are hampering or damaging the institution’s performance;
• Review and update the current business practices and decisions in order to effect positive and improved change across the University of Pretoria;
• Initiate and drive special related projects / project management, which include institutional projects that impact the market and the image of the University of Pretoria, as well as internal projects which impact the whole institution;

• Financial management:

• Compile a comprehensive divisional HR, and operational budgets, on an annual basis;

• Control costs by implementing control measures, and report to the Director;
• Manage divisional funds according to the University policy;
• Provide input into the IT capital budget process in close collaboration with the Deputy Director: Student Systems and User Support;
• Manage annual budgets and control income and expenditure through monthly reports;
• Manage and guide all contractual agreements with service providers;

• Human Resources management:

• Ensure that HR governance processes are refined and put in place;

• Develop and maintain a functional management system in which staff has a clear understanding of their respective duties and responsibilities;
• Confirm and formalise the approved delegated responsibilities through job descriptions and procedure manuals;
• Develop, compile and formalise standards for individual work success through the process of participative management;
• Manage and maintain an effective performance management system to develop and enhance the performance of individuals, teams and the division, thus contributing to the performance of the department;
• Communicate recognition for good and extraordinary work performance, and rectify unsatisfactory work performance by reaffirming the required and agreed-upon quality requirements and standards;
• Communicate the formulated UP policies with the staff and ensure their adherence to them;
• Manage the complete process of the recruitment, selection and placement of staff;
• Establish selection mechanisms to select and place personnel according to needs, post requirements and Employment Equity targets;
• Identify the learning and development needs of staff and create opportunities for development and training;
• Guide decision-making and establish clear delegations and authority;
• Empower subordinates through participative management by including them in decision-making processes;
• Encourage and/or facilitate regular meetings among staff members to ensure the optimal flow of information;
• Continuously motivate staff members to reach planned goals through exceptional performance levels;
• Handle un