Commerce_Faculty Officer_JD_AdminOfficers x2_UG_PG_Feb14

/ JOB DESCRIPTION / HR191

NOTES

·  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm

·  This form serves as a template for the writing of job descriptions

·  A copy of this should be kept on file in your office

·  For re-evaluations, this form must be sent to your relevant HR Advisor/Officer

POSITION DETAILS

Position Title (current title) / Administrative Officer
Status of Post (tick) / New Post / Re-evaluation
Job Grade (current grade) / 8
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 and operations management support to the postgraduate section.

April 2011

Commerce_Faculty Officer_JD_AdminOfficers x2_UG_PG_Feb14

Key Performance Areas (5 – 8) / % of time spent / Activities / Tasks / Results / Outcomes / Competencies /
1) Operations management / 15% / Correspondence Handling
·  Manage the correspondence handling for the section
·  Maintain a record keeping system for correspondence
Data base administration and record keeping
·  Implement and maintain a statistical data-base of postgraduate section and student information
·  Maintain a record-keeping system that is logical, methodical and easy to access
Team Interaction
·  Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members
·  Act as Postgraduate Programmes Officer when required
·  Handle duties allocated on an ad hoc basis by the Postgraduate Programmes Officer and the Deputy Faculty Manager
·  Assist with information gathering
Allocation and organisation of work
·  Under the guidance of the Postgraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour
·  Implement an efficient and effective work allocation and workflow
·  Assign and delegate tasks to team members in the unit
·  Evaluate and report on the effectiveness of workload allocation and distribution and implement changes where necessary
Faculty information management (postgraduate)
·  Implement approved changes to on-line course brochures, outlines and applications
·  Ensure adequate levels of stock of forms, information and other material
·  Update information on the faculty and other relevant websites, once approved
·  Inform relevant other offices internal and external to the faculty regarding changes
·  Collect and check handbook changes proposed by the departments
·  Check proposed handbook changes proposed by the departments to prospectus and other online brochures
Event planning and organising
·  Co-ordinate events that assist and promoting postgraduate studies
·  Disseminate approved and vetted 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 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
·  All external phone calls logged on the approved Excel Spreadsheet template
·  / ·  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 / 20% / ·  Oversee the implementation of a postgraduate admissions process
·  Plan and implement with the team involved, support provision for the admissions process
·  Ensure that complete and up-to-date admissions data is available
·  Maintain an accurate record of historical information regarding students
·  Present information regarding admissions in textual and graphic formats / ·  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 postgraduate students readily available
3) Registration / 15% / ·  Oversee/supervise the implementation of the postgraduate registration process (includes new and returning students)
·  Plan and implement with the team involved, support provision for the registration process
·  Maintain an accurate record of information regarding student registration
·  Present information regarding registrations in textual and graphic formats
·  Oversee the smooth implementation of the web-based registration process
·  Assist with ensuring the re-registration of Masters and PhD students if theses not submitted
·  Ensure Committee of Assessors recommendations are implemented
·  Oversee the administration of 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
·  Ensure the accuracy of the AYOS and Programme/Plan for all registrations
· 
4) Graduation / 5% / ·  Ensure that the checklist to facilitate the graduation of all eligible students is accurately concluded and practical matters attended to
·  Plan and implement with the team members involved, the support provision 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
·  Check graduation certificates / ·  Excel spreadsheets that facilitate accurate identification of eligible students and troubleshooting available, accurately configured and updated
·  All postgraduate 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
·  Graduation Tracking system used for the identification of eligible students – updated when any changes are made to the acadmic record.
·  Relevant documents pertaining to graduation (e.g. SLQ and Graduation Programme) checked for errors and rectified.
·  Inform students where any changes in their eligibility to graduate are made (e.g. POTD/POTJ
5) Servicing committees / 5% / ·  Provide efficient administrative support to the Postgraduate Programmes officer for the servicing of the following committees:
o  Research
o  Higher Degrees
o  Committee of Assessors
o  Ethics in Research
·  Consult with the Postgraduate Programmes Officer and/or chairpersons of the committees regarding minutes and other logistics, if necessary
·  Do the necessary follow-up, in liaison with the Postgraduate Programmes office, post the meeting to ensure that there is continuity and progress
·  Distribute the information
·  Assist with the implementation of receipt and dissemination of information / ·  Accurate information provided
·  Documentation for meetings timeously distributed
6) Client / Student / Stakeholder Liaison / 5% / ·  Implement a feedback mechanism for students and other clients to evaluate team members’ quality of service
·  Respond to student/staff/visitor queries
·  Counsel students 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
·  Oversee the administration of the PhD process
·  Provide PhD students with support and advice / ·  Positive feedback from internal and external 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
·  PhD process adequately supported from an administrative perspective
7) Information and resource management / 20% / ·  Manage workload distribution amongst team members
·  Ensure that work and requirements for the various processes are planned in consultation with relevant academic staff and the Postgraduate Programmes Officer
·  Manage the cost implications of the section’s activities
·  Conduct regular section meetings to facilitate communication and enhance the operations
·  Maintain a management information system that will assist with drawing statistical data on request, with relative ease
·  Evaluate and report, on a regular basis, on all matters relating to the postgraduate section
·  Collate information from departments regarding scholarships
·  Input data onto system regarding the scholarships awarded
·  Maintain adequate levels of stock of hard copy course information and material and other forms / ·  Equitable workload distribution
·  Well trained staff, equipped to meet the performance standard expected
·  Compliance with relevant departmental, faculty and university policies, protocols and procedures
·  Budget managed within specified parameters
·  Management information system that assists with statistical analyses
·  Regular reports received by Postgraduate Programmes Officer
·  Information utilized to assist with the smooth running of the postgraduate section
·  Data-base of scholarships and awards maintained
8) 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
·  Service the preliminary FEC
·  Implement an on-going curriculum control check of the CRS (course results schedule)
·  Implement approved mark changes as required
·  Capture concessions approved by the Postgraduate Programmes Officer
·  Upload POTD/POTJ in preparation of graduations
·  Process mark changes
·  Resolve HEMIS queries and provide responses / ·  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
·  Identify discrepancies in the POTD/POTJ coding between FO and Academics, complete formal documentation (concession and substitution form) where an out of the ordinary decision is maintained

April 2011

Commerce_Faculty Officer_JD_AdminOfficers x2_UG_PG_Feb14

MINIMUM REQUIREMENTS

Minimum Qualifications / One year diploma or matric with extensive relevant experience
Diploma or postgraduate degree an advantage
Minimum Experience / ·  At least 5 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
-  Email
-  Internet Explorer

AUTHORITY

PRINT NAME / SIGNATURE / CONTACT NO. / DATE
Compiled by
Approved by
Reviewed by
/ JOB DESCRIPTION / HR191

NOTES

·  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm

·  This form serves as a template for the writing of job descriptions

·  A copy of this should be kept on file in your office

·  For re-evaluations, this form must be sent to your relevant HR Advisor/Officer

POSITION DETAILS

Position Title (current title) / Administrative Officer
Status of Post (tick) / New Post / Re-evaluation
Job Grade (current grade) / 8
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 and operations management support to the undergraduate section.

April 2011

Commerce_Faculty Officer_JD_AdminOfficers x2_UG_PG_Feb14

Key Performance Areas (5 – 8) / % of time spent / Activities / Tasks / Results / Outcomes / Competencies /
1) Operations management / 15% / Correspondence Handling
·  Receive and respond to correspondence – own and section’s as required
·  Maintain a record keeping system for correspondence
·  Assist with ComGen system when required
Data base administration and record keeping
·  Implement, 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 – create new files as needed, and ensure accuracy in the alphabetisation thereof.
Team Interaction
·  Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members
·  Act as Undergraduate Programmes Officer, when required
·  Handle duties allocated on an ad hoc basis by the Undergraduate Programmes Officer and the Deputy Faculty Manager
·  Assist with information gathering
Allocation and organisation of work
·  Under the guidance of the Undergraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour
·  Implement an efficient and effective work allocation and workflow
·  Assign and delegate tasks to team members in the section