Senior Academic Programmes Specialist - Department Of Enrolment and Student Administration

University of Pretoria
South Africa
Apr 11, 2021
Apr 19, 2021
Organization Type
University and College
Full Time
UP Professional and Support




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.


To develop, oversee and facilitate administrative processes to ensure quality assurance of academic programmes; coordinate and support the process of developing, finalising and submitting proposals for academic regulation amendments approval by Faculty Boards and Senate. The provision of support for a University wide process to ensure that the General Regulations and programme information correctly reflect in the yearbooks in terms of the requirements of the UP Statute and external regulatory bodies. Ensure continuous auditing and quality control of academic programme information, degree designations, curricula, syllabi descriptions and credits, for PeopleSoft, graduation ceremonies, marketing and HEQSF purposes. Provide ongoing advice and guidance to academic staff, disseminate information, and manage internal institutional questions with regard to the academic regulation amendment processes and related academic programme matters. Provide assistance with queries from peers and academic staff at other higher education institutions on an ad hoc basis.


The successful candidate's responsibilities will include, but are not limited to:
  • Manage the development and amendment of programmes within the UP regulatory framework (Strategic Plan UP 2025 and the UP Academic Plan) and ensure alignment with external regulatory requirements as provided by the CHE, HEQC and SAQA;
  • Manage long-term planning to ensure that the internal submission cycles take place in accordance with the relevant Senate meetings, within the University's academic calendar dates;
  • Manage the regulation amendment process for the submission of curriculum changes, by strategically distributing information regarding time lines, reviewed processes and due dates;
  • Provide timeous feedback to heads of Student Administration and specific stakeholders with regard to finalised and editorially refined proposals for Faculty Board agendas;
  • Facilitate and support the development of new programmes, the amendment of existing programmes by academic staff through effective processes, information sessions and by working in close collaboration with the heads of Student and academic departments;
  • Support informed decision making by Faculty Boards, the executive of Senate and Senate by rendering an important advisory function in the process of preparing and finalising submissions for regulation amendments and proposed new programmes;
  • Manage the effective quality control, language editing of, and advice on the compilation of faculty board agendas and minutes from inception to finalisation;
  • Manage the process of ensuring that academic programme information according to approved regulation amendments (by Faculty Boards and Senate) is contained in the yearbooks;
  • Manage the creation of best practice with regard to effective processes for the accurate capturing of data;
  • Language editing and proofreading - implicitly done on an ongoing basis;
  • Identify problems with and review existing systems and processes in order to refine and simplify the processes used university wide to communicate the latest updated and approved information; for example, by working in closer collaboration with other sections in DESA and liaising with other relevant entities;
  • Mentor the heads of Student Administration and relevant staff regarding the interpretation of regulation amendment proposals, and the assessment of the impact of specific changes on the student lifecycle, other programmes, and departments/faculties;
  • Develop and maintain a database on an ongoing basis, containing simple definitions/ explanations of terms often used in faculty board documents, such as regulation amendment proposals.

  • A Honours degree or equivalent thereof;
  • Five years' knowledge and experience of a university environment with specific emphasis on academic programmes and electronic administrative systems;
  • Ability to liaise with staff at all levels and with persons, groups or entities within and outside of the University across cultural barriers;
  • Five years' knowledge of compiling the curricula of study programmes;
  • Five years' experience in compilation of agendas, minutes and documentation of meetings.

  • Excellent communication skills;
  • Ability to take initiative, and do long-term planning proactively and independently;
  • Ability to work under pressure and to fixed deadlines;
  • Effective communication and networking skills;
  • Negotiation and conflict management skills;
  • Ability to work with accuracy and meticulous attention to detail whilst under pressure;
  • Excellent organisational and planning skills and effective time and priority management;
  • Ability to take and manage informed decisions;
  • Ability to solve problems in accordance with set structures and frameworks;
  • Analytical and critical thinking skills and the ability to interpret and integrate information.

  • A Postgraduate qualification;
  • Knowledge of administrative systems and processes;
  • Computer literacy and knowledge in the use of: PeopleSoft, Adobe Acrobat, Microsoft;
  • Six years' prior experience of working in an administrative environment and knowledge of the higher education environment, with specific reference to the CHE, HEQC, HEQSF, DHET and SAQA;
  • Extensive institutional knowledge (UP strategic plan, PQM, administrative systems and University processes and procedures, General rules and Regulations);
  • Six years knowledge of faculty administration processes;
  • Six years' knowledge of programme and curriculum compilation;
  • In-depth technical knowledge of degree name structures/nomenclature;
  • Six years knowledge of compiling agendas and minutes;
  • Understanding the principles applied by the Scheduling Office;
  • Knowledge of the examination regulations and related matters;
  • Understanding the functioning of the meeting management domain.

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.

Applicants are requested to apply online via the apply online button below.

CLOSING DATE: 01 February 2021

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Mr Z Gqabi, for application-related enquiries, and Ms J Petersen, for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 March 2021, 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 may 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.

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