NOTES:
1. There are two job descriptions for the Administrative Assistant positions.
2. To view the job descriptions, ctrl + click on the section: Undergraduate Postgraduate
/ JOB DESCRIPTIONS / HR191Administrative Assistant: Undergraduate section
POSITION DETAILS
Position Title (current title) / Administrative AssistantStatus of Post (tick) / New Post / Re-evaluation
Job Grade (current grade) / 7
Faculty (if applicable) / Commerce
Department / Faculty Office
Section (if applicable) / Undergraduate section
Date of Compilation / November 2011
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
PURPOSE
The main purpose of this position is to proactively provide efficient and effective academic administration support to the undergraduate section under the guidance of the Administrative Officer and the Undergraduate Programmes Officer.April 2011
Key Performance Areas (5 – 8) / % of time spent / Activities / Tasks / Results / Outcomes / Competencies /1) Operations implementation / 15% / Correspondence Handling
· Receive and respond to correspondence – own and section’s, as required
· Maintain a record keeping system for correspondence
· Post bulk letters and facilitate sms service as required
Data base administration and record keeping
· Input accurate data into and maintain a statistical data-base of undergraduate section and student information
· Input accurate data into and maintain a record-keeping system that is logical, methodical and easy to access
General Administration
· Maintain a logical, methodical filing system that is accessible
Team Interaction
· Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members
· Handle duties allocated on an ad hoc basis by the Administrative Officer, Undergraduate Programmes Officer and the Deputy Faculty Manager
· Assist with information gathering
Execution of work
· Under the guidance of the Administrative Officer and/or Undergraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour
· Ensure that work allocated is executed efficiently and effectively
· Perform assigned duties effectively
Faculty information management (undergraduate)
· Implement approved changes to on-line course brochures, outlines and applications
· Alert relevant parties regarding stock levels of forms, information and material
· Update information on the faculty and other relevant websites, once approved
· Inform relevant other offices internal and external to the faculty regarding changes
Event planning and organising
· Assist with the management of events that promote and assist undergraduate studies
· Obtain information from UCT offices, external bodies and other societies regarding financial assistance for undergraduate studies / · Correspondence handled within the required timeframe
· Positive feedback received
· Accurate records of all correspondence kept
· Effective functioning of the team
· Workplans implemented with the input of faculty office staff
· Contingency plans implemented and managed to ensure effective administration
· Workflow, work load and work requirements evaluated and adjustments made to same, as required to ensure efficiency and effectiveness
· All required documentation and files available
· All documents typed up accurately and within the required timeframe
· Events planned effectively
· Websites and handbooks updated with the relevant information
· Relevant offices timeously informed regarding necessary changes / · Initiating Action
· Information monitoring and management
· Planning and organizing
· Detail Orientation
· Communication (verbal & written)
· Teamwork
· Work standards
· Client Services Orientation
· Administrative knowledge and skills
· Technical / professional / job knowledge
· Building interpersonal relationships
· Adaptability
· Stress Tolerance
· People management
· Goal setting and implementing
· Delegating
· Financial management
· Operations management
2) Admissions / 25% / · Implement the undergraduate admissions process
· Ensure adequate support provision for the admissions process
· Input accurate, complete and up-to-date admissions data that is readily available
· Maintain an accurate record of historical information regarding students
· Present and update information regarding admissions
· Input accurate and up to date data into the matriculation exemption data-base / · Admissions process supported and facilitated
· All students accurately admitted into the system
· Data-base updated with all student information current and relevant
· Exemption data-base accurately managed
· Statistical information regarding registered students readily available
3) Registration / 15% / · Implement the undergraduate registration process (including new and returning students)
· Provide support for the registration process
· Update spreadsheets and maintain an accurate record of information regarding student registration
· Present and update information regarding registration
· Respond and resolve queries regarding the web-based registration process timeously / · Registration process administered, supported and facilitated
· All students accurately and timeously registered
· Data-base updated with all registrations
· Statistical information regarding registered students readily available
4) Graduation / 5% / · Provide accurate checklist to facilitate the graduation of all eligible students is accurately concluded and practical matters attended to
· Provide support and assistance required for the graduation process including for example the issue of tickets, checking of certificates
· Pursue resolution of discrepancies when they arise, in a proactive manner / · Excel spreadsheets that facilitate accurate identification of eligible students and troubleshooting available and updated
· All undergraduate results and performance/progress data verified according to specification and by the required deadline
· Deficiencies in “eligibility for graduation” system noted and rectified
· Team members’ skills to support graduation process developed and honed
5) Client / Student / Stakeholder Liaison / 10% / · Request feedback from students and other clients
· Respond to student/staff/visitor queries
· Provide first level basic information and refer them to relevant others, if necessary
· Ensure the external examiners process is managed well from an administrative perspective
· Review, type, proof read and format all forms of pro-forma correspondence and get approval for their use
· Provide students with support and advice / · Positive feedback from clients
· Queries responded to politely, professionally and within the required timeframe
· Informed decisions made by students and other clients
· External examiners loaded on the database, listed on the Dean’s circular and payment timeously facilitated
· All relevant, standard correspondence reviewed for relevance and accurate information forwarded to students and other stakeholders
6) Front office assistance / 15% / · Assist at the front office / reception as required
· Attend to all e-mails forward to central faculty enquiry mailbox
· Manage front office calls as required / · Available for reception duty as per the schedule
7) Student records administration / 15% / · Plan and implement a process to ensure all year-end requirements are met
· Check progression requirements and list all qualifying students who should proceed to next level of study
· Capture all awards information regarding students on the system
· Implement an on-going curriculum control check of the CRS (course results schedule)
· Service the preliminary FEC
· Capture concessions approved by the Undergraduate Programmes Officer
· Upload POTD/POTJ in preparation of graduations
· Resolve HEMIS queries and provide responses to Administrative Officer / · CRS clean-up exercise completed on time
· Year-end processes concluded
· Advancing students’ progression requirements met and discrepancies resolved
· Up-to-date information captured on the PeopleSoft system
· HEMIS queries resolved and information updated
April 2011
MINIMUM REQUIREMENTS
Minimum Qualifications / One year diploma or matric with relevant experience3 year Diploma or Undergraduate degree an advantage
Minimum Experience / · At least 3 years administration experience, preferably in HE
· Knowledge of UCT Policy and Procedure advantageous
- Purchasing and Procurement
- Financial Management assistance
- Human Resource Management
- Dealing with various UCT departments e.g. student records, exams, Registrar’s office
- Academic administration
· Computer Skills essential :
- MS Word
- Ms Excel
- Power point
- Database management
· Internet Explorer
AUTHORITY
PRINT NAME / SIGNATURE / CONTACT NO. / DATECompiled by
Approved by
Reviewed by
/ JOB DESCRIPTION / HR191
Administrative Assistant: Postgraduate section
POSITION DETAILS
Position Title (current title) / Administrative AssistantStatus of Post (tick) / New Post / Re-evaluation
Job Grade (current grade) / 7
Faculty (if applicable) / Commerce
Department / Faculty Office
Section (if applicable) / Postgraduate section
Date of Compilation / November 2011
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
PURPOSE
The main purpose of this position is to proactively provide efficient and effective academic administration support to the postgraduate section, under the guidance of the Administrative Officer and Postgraduate Programmes Officer.April 2011
Key Performance Areas (5 – 8) / % of time spent / Activities / Tasks / Results / Outcomes / Competencies /1) Operations implementation / 15% / Correspondence Handling
· Receive and respond to correspondence – own and section’s, as required
· Maintain a record keeping system for correspondence
· Post bulk letters and facilitate sms service as required
Data base administration and record keeping
· Input accurate data into and maintain a statistical data-base of postgraduate section and student information
· Input accurate data into and maintain a record-keeping system that is logical, methodical and easy to access
General Administration
· Maintain a logical, methodical filing system that is accessible
Team Interaction
· Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members
· Handle duties allocated on an ad hoc basis by the Administrative Officer, Postgraduate Programmes Officer and the Deputy Faculty Manager
· Assist with information gathering
Execution of work
· Under the guidance of the Administrative Officer and/or Postgraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour
· Ensure that work allocated is executed efficiently and effectively
· Perform assigned duties effectively
Faculty information management (postgraduate)
· Implement approved changes to on-line course brochures, outlines and applications
· Alert relevant parties regarding stock levels of forms, information and material
· Update information on the faculty and other relevant websites, once approved
· Inform relevant other offices internal and external to the faculty regarding changes
Event planning and organising
· Assist with the management of events that promote and assist postgraduate studies
· Obtain information from UCT offices, external bodies and other societies regarding financial assistance for postgraduate studies / · Correspondence handled within the required timeframe
· Positive feedback received
· Accurate records of all correspondence kept
· Effective functioning of the team
· Workplans implemented
· Contingency plans implemented and managed to ensure effective administration
· Workload and work requirements implemented and commented on to ensure efficiency and effectiveness
· All required documentation and files available
· All documents typed up accurately and within the required timeframe
· Events planned effectively
· Websites and handbooks updated with the relevant information
· Relevant offices timeously informed regarding necessary changes / · Initiating Action
· Information monitoring and management
· Planning and organizing
· Detail Orientation
· Communication (verbal & written)
· Teamwork
· Work standards
· Client Services Orientation
· Administrative knowledge and skills
· Technical / professional / job knowledge
· Building interpersonal relationships
· Adaptability
· Stress Tolerance
· People management
· Goal setting and implementing
· Delegating
· Financial management
· Operations management
2) Admissions / 25% / · Implement the postgraduate admissions process
· Ensure adequate support provision for the admissions process
· Input accurate, complete and up-to-date admissions data that is readily available
· Maintain an accurate record of historical information regarding students
· Present and update information regarding admissions
· Input accurate and up to date data into the matriculation exemption data-base / · Admissions process supported and facilitated
· All students accurately admitted into the system
· Data-base updated with all student information current and relevant
· Exemption data-base accurately managed
· Statistical information regarding admitted students readily available
3) Registration / 15% / · Implement the postgraduate registration process (includes new and returning students)
· Provide support for the registration process
· Maintain an accurate record of information regarding student registration
· Present information regarding registrations
· Update spreadsheets and maintain an accurate record of information regarding student registration
· Present and update information regarding registration
· Respond and resolve queries regarding the web-based registration process timeously
· Assist with ensuring the re-registration of Masters and PhD students if theses not submitted
· Implement Committee of Assessors recommendations, when instructed
· Provide administrative support for the examinations process for Masters and PhD students
· Liaise with the Doctoral Degrees Board to ensure documentation is submitted and track progress / · Registration process supported and facilitated
· All students accurately and timeously registered
· Data-base updated with all registered postgraduate students
· Statistical information regarding registered students readily available
· Masters and PhD students re-registered if necessary
· Recommendations of COA implemented and examinations process managed
· Updated information on progress with respect to Masters and PhD submissions
4) Graduation / 5% / · Provide accurate checklist to facilitate the graduation of all eligible students and attend to practical matters
· Provide support and assistance for the graduation process including for example the issue of tickets, checking of certificates
· Pursue resolution of discrepancies when they arise, in a proactive manner
· Ensure final copies are sent to the library / · Excel spreadsheets that facilitate accurate identification of eligible students and troubleshooting available and updated
· All postgraduate results and performance/progress data loaded onto system and other databases according to specification and by the required deadline
· Deficiencies in “eligibility for graduation” system noted and rectified
5) Client / Student / Stakeholder Liaison / 10% / · Request feedback from students and other clients
· Respond to student/staff/visitor queries
· Provide first level basic information and refer them to relevant others, if necessary
· Ensure the external examiners process is managed well from an administrative perspective
· Review, type, proof read and format all forms of pro-forma correspondence and get approval for their use
· Provide students with support and advice / · Positive feedback from clients
· Queries responded to politely, professionally and within the required timeframe
· Informed decisions made by students and other clients
· External examiners loaded on the database, listed on the Dean’s circular and payment timeously facilitated
· All relevant, standard correspondence reviewed for relevance and accurate information forwarded to students and other stakeholders
6) Front office assistance / 15% / · Assist at the front office / reception as required
· Attend to all e-mails forward to central faculty enquiry mailbox
· Manage front office calls as required / · Available for reception duty as per the schedule
7) Student records administration / 15% / · Plan and implement a process to ensure all year-end requirements are met
· Check progression requirements and list all qualifying students who should proceed to next level of study
· Capture all awards information regarding students on the system
· Implement an on-going curriculum control check of the CRS (course results schedule)
· Upload POTD/POTJ in preparation of graduations
· Service the preliminary FEC
· Resolve HEMIS queries and provide responses to Administrative Officer / · CRS clean-up exercise completed on time
· Year-end processes concluded
· Advancing students’ progression requirements met and discrepancies resolved
· Up-to-date information captured on the PeopleSoft system
· HEMIS queries resolved and information updated
April 2011