University of the Free State

About University of the Free State

Faculty Economic and Management Sciences UFS Business School Officer: Programme Coordinator (post level 10/11) (contract appointment: 3 years) Job ID: 3279 NB! Applications may only be submitted online. Please ensure that all relevant documentation is attached to your application. INCOMPLETE OR APPLICATIONS SENT VIA EMAIL WILL NOT BE CONSIDERED. Please note: Compile/Convert all the below documents as one document (PDF or Word), when uploading it on the online applications system. a detailed curriculum vitae and cover letter (please note that the first three (3) referees on your CV will be contacted with regard to reference checking); certified copies (not older than 3 months) of all academic records; certified copies (not older than 3 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications); a certified copy (not older than 3 months) of your identity document (ID); proof of registration with a Professional Body (if applicable); a copy of your driver’s license (if applicable). Duties and responsibilities: Programme Coordination: General Handle student enquiries (walk-in, phone, e-mail). Receive and acknowledge receipt of student admissions. Capture student admission and registration on relevant system accurately. Handle administration of timetable per programme (confirm lecturers, class, assignments, examinations and supplementary examinations). Handle administration of registers per programme (study material, attendance and assignments). Responsible for professional and timely student communication per programme. Responsible for study material per programme (manuals, handouts, slides, assignments and executive bag). Handle logistics per programme (venue, catering, lecturers, travel, and accommodation). Responsible for student welcome and orientation per programme. Provide general student support in a professional and friendly manner. Maintain electronic programme record keeping system. Programme Coordination: Assessment Handle assignments and tests. Responsible for proactive due date management. Receive and acknowledge receipt of assignments and tests. Distribute assignments and tests to lecturers for grading. Accurately process assignments results. Distribute marked assignments to students timely. Handle administration of re-submissions. Accurately process and re-submit results. Process certificates timely and accurately. Process study records timely and accurately. Programme Coordination: Finance Open new client files. Request new entity per programme. Obtain approved budget from sales per programme. Request overdraft facility for the new programme. Accurately and timely process requisitions, travel authorisations, expense claims and ad-hocs according to policy and budget per programme. Accurately and timely process purchase orders and invoices. Responsible for financial record keeping per programme. General office administration Handle travelling, accommodation and relevant claims for line manager. Provide support for Gauteng Coordinator. Manage (master copy) study material for programmes. Manage and file contracts for lecturers. Inherent requirements: A Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 or a three (3) year National Diploma on NQF level six (6) in business/office administration or financial administration/management. Two (2) years to three (3) years' relevant working experience related to the duties and responsibilities as set out above. Required competencies: Results Orientated The ability to cope with a frequently changing environment and to adapt to evolving situations. The ability to be reliable, responsible, dependable and to fulfil obligations. Business Acumen Intermediate computer skills in MS office, including Word, PowerPoint and Excel. Knowledge in training facilitation and/or the development of learning materials. Knowledge of the use of educational technology, focusing on the improvement of teaching and learning initiatives. The ability to adhere to rules and strictly follow work regulations. Strategic Thinking The ability to focus on details, work towards perfection and approach work in a neat and organised manner. The ability to plan work and to follow plans. Leading The ability to maintain high levels of personal motivation, energy and enthusiasm. The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together. Building Coalitions The ability to interact with others and establish personal connections with people. The ability to be sensitive and understanding to the needs and feelings of others. Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment. Recommendations: Experience within the higher education environment. Knowledge of university systems, policies, procedures (PeopleSoft Campus Solutions, PeopleSoft Financial, MS Office Suite of Programmes, BlackBoard). Assumption of duties: As soon as possible. Closing date: 28 February 2020. Salary: Salary: R222 693.00 – R292 218.00 Total rem. package: R347 189.97 – R436 706.30. Fringe benefits: (Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits. General: The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/division. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete, or sent by fax or e-mail, will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful. APPLY ONLINE: External candidates can click HERE to apply online. UFS staff members can log onto PeopleSoft, click Self Service, Recruiting, and Careers to

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