Academic Scheduling Coordinator - Department of Enrolment and Student Administration

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE:

The incumbent will be responsible to create and coordinate the scheduling of relevant undergraduate and postgraduate test and examination timetables, including the scheduling of first year practical groups, as well as providing assistance with the ad hoc bookings of central venues for the relevant campuses. To ensure that all relevant scheduling information is published electronically for students and staff. To make sure that scheduling activities are carried out in accordance with the applicable UP rules and regulations. Maintain high levels of integrity and ethical standards when liaising with various role players.

RESPONSIBILITIES:

The incumbent will be responsible for:

• Coordinating and scheduling activities in line with the scheduling needs and requests pertaining to the existing curricula; the planning and implementing of the selected scheduling activities at the relevant UP campuses;
• Utilising the electronic scheduling tools (software) to assist with the compilation of problem free, pre-set practical's, examinations and test timetables for the various campuses;
• Planning and scheduling academic activities (practical, undergraduate and postgraduate examination and test timetables) for the various campuses in accordance with academic regulations;
• Use scheduling tools, for practical's and tests for undergraduate and postgraduate examinations e.g. Syllabus Plus, PeopleSoft and Examination Scheduler to compile efficient problem free, pre-set undergraduate tests, undergraduate and postgraduate examination and supplementary examination timetables for the various campuses;
• Assisting with the compilation of the agenda and minutes for the Timetable Committee;
• Assisting with the organisation of ad hoc venue bookings on the Hatfield, Groenkloof and Mamelodi campuses;
• Assisting with all scheduling related matters and provide training to academic and administrative personnel in faculties (as required) at all campuses.

MINIMUM REQUIREMENTS:

• Bachelor's degree with five years' experience in the following:
  • Test, examination timetable scheduling, and venue booking;
  • Administrative systems and processes in a university environment;
  • Compiling the curricula of study programmes at a university.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge:

• Comprehensive Higher Education institutional knowledge;
• Awareness of how academic programmes, modules and teaching modes are integrated in a Higher Education environment;
• Aware of all available lecture, test, examination and practical facilities at a university;
• Awareness of available teaching aids and general equipment used in Higher Education venues.

Technical Competencies:

• Scheduling skills;
• Secretarial skills;
• Numerical skills and ability to pay attention to detail;
• Webpage maintenance and HTML knowledge;
• Computer skills: Syllabus Plus, PeopleSoft, MS Word and Excel, relevant venue booking programme.

Behavioural Competencies:

• Interpersonal Skills: the ability to act in a professional manner and maintain healthy working relationships with diverse groups of people at the University of Pretoria;
• Negotiation Skills: the ability to communicate and negotiate with fellow colleagues, as well as with people at all levels within the University of Pretoria as well as externally, to ensure that timely and accurate data is provided;
• Communication Skills: the ability to communicate with others through the use of English and correct scheduling terminology;
• Organisational ability: to ensure continuous and timely planning for decision-making, the implementation of these decisions, as well as understanding the implication thereof that may affect internal and external stakeholders of the University.

ADDED ADVANTAGES AND PREFERENCES:

• A Honours degree with five years' experience in:
  • Working in a tertiary institution;
  • UP administrative systems and processes.

PLEASE NOTE

All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent's level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

ENQUIRIES

Mr Z Gqabi, Tel: (012) 420 2484 for application-related enquiries, and Ms J Petersen, Tel: (012) 420 6502 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 23 December 2019, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference will be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.

The University of Pretoria reserves the right to not fill the advertised positions.