Job Description

Stellenbosch University

Registrar's Responsibility Centre

Centre for Student Administration (Tygerberg Campus)

Senior Manager: Academic Administration

(Chief Administrative Officer)

(Job Level 7)

Ref. REG/244/0823

The Centre for Academic Administration (Tygerberg Campus) delivers a comprehensive service on campus to prospective and current students, support and academic staff and public stakeholders, related to academic and student administration at the Faculty of Medicine and Health Sciences.

The Senior Manager: Academic Administration reports to the Deputy Registrar: Academic Administration (Tygerberg Campus) of Stellenbosch University (SU).

Duties:

• Functioning as the Senior Manager: Academic Administration, Centre for Academic Administration, Tygerberg Campus;
• Operational line manager for the heads of offices and functions in the Centre for Academic Administration, Tygerberg Campus, with a view to optimal functioning and daily management;
• Supporting the optimal functioning and day-to-day management of the Centre for Undergraduate Bursaries and Loans Office on Tygerberg Campus in collaboration with the Head: Centre for Undergraduate Bursaries and Loans;

• Providing support to the Deputy Registrar regarding strategic matters to enable the optimal functioning of the Centre;
• Managing the academic administration of the Faculty of Medicine and Health Sciences (FMHS) in relation to registration of undergraduate and postgraduate students with the relevant professional bodies and providing information and advice regarding the internship and community service placement after completing undergraduate studies;

• Liaising with the Health Professions Council of South Africa (HPCSA) and the South African Nursing Council (SANC) regarding student and programme registration matters;
• Managing and collating leave of absence (LOA) summaries for the Faculty and liaising with academic environments and students on LOA rules;
• Managing editorial and content edits for the FMHS Calendar (yearbook);
• Providing support to the FMHS management and the Deputy Registrar to manage the quality assurance processes of the operational aspects of academic administration;
• Managing the integrity of academic administration processes in the FMHS in collaboration with Faculty management, academics, as well as professional, administrative, and support services (PASS) staff;

• Providing training and support to academic and PASS staff regarding academic administration processes and functions in the FMHS related to this portfolio;
• Acting as secretary of ad hoc committees, the readmission appeals committee, committees for undergraduate and postgraduate teaching and responsible for all related tasks emanating from these committees;

• Providing advice regarding the compilation of undergraduate and postgraduate programme committee reports;
• Responsible for the quality assurance of the reports of the Faculty's undergraduate and postgraduate programme committee reports;
• Responsible for the management and execution of follow-up actions regarding outstanding information and documents in collaboration with the relevant academic environment;
• Providing advice to students and staff regarding SU's policies and related rules, regulations and guidelines, and ensuring that programmes' academic administration processes comply with the above;

• Coordinating the verification of student/alumni information at the request of verification bodies such as ECFMG, EICS and other foreign institutions;
• Responsible for writing reports, including statistical summaries, relating to the above portfolio;
• Managing the planning and coordination of the FMHS pledge ceremonies in collaboration with the FMHS marketing and communications office;
• Performing ad hoc tasks as operationally required.

• 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;
• At least three years of staff management, or five years' experience in operational management / managing projects/task teams;
• Proven ability to work independently and take initiative;
• An excellent record and the ability to work with high attention to detail and to maintain confidentiality;
• Excellent 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 Afrikaans, and the proven ability to effectively function within a multilingual and multicultural environment;
• Excellent report writing and presentation skills;
• The ability to handle problem and conflict situations in a diplomatic manner;
• Excellent interpersonal relationships with students, colleagues, and other stakeholders;
• Proven computer literacy which includes a good knowledge of the Microsoft Office package;
• Proven experience in database management;
• The ability to work as part of a team;
• Willingness to work irregular hours at times.

• A postgraduate qualification;
• Experience with the introduction of new programmes and with the relevant policies and processes of the Council on Higher Education (or similar institutions);
• Experience of the rules and processes of regulatory bodies like the Health Professions Council of South Africa (HPCSA) and the South African Nursing Council (SANC);

• Experience with and knowledge of the health sciences context;
• Proven record of student-centred service delivery;
• Proven experience of the software used within the SU environment;
• Proficiency in Afrikaans and/or another official South African language.

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