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Manager: Residence Placements - Department of Residence Affairs and Accommodation

Employer
University of Pretoria
Location
South Africa
Closing date
Aug 19, 2022
UP Professional and Support

DEPARTMENT OF RESIDENCE AFFAIRS AND ACCOMMODATION

MANAGER: RESIDENCE PLACEMENTS

PEROMNES POST LEVEL 6

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 role oversees and manages the placement of students in residences. The key functions of the position include:
    • Leading the Placement Division, and participating in the strategic planning and implementation;
    • Placement of students into residences and all related functions of all UP owned/leased residences over all campuses of all undergraduate and postgraduate students and residences;
    • Development, updating, and implementation of placement and related policies and procedures.


RESPONSIBILITIES:

The successful candidate's responsibilities will include, but are not limited to:
  • Strategic management:
    • Provide strategic management in respect of the Division: Placement Management, according to the vision, mission, aims and objectives of the Department's strategy, and in support of the University's strategic goals. Provide strategic recommendations and support to the senior management of the Department;
    • Participate and contribute to the strategic planning of the department;
    • Organise the activities of the Division to serve its strategic focus and that of the University;
    • Identify and define the functional terrain of the division, within the parameters of the strategy of the Department, in consultation with the relevant reporting lines;
  • Residence placement and policy implementation:
    • Manage residence placement and all related functions of all UP owned/leased residences, over all campuses, of all undergraduate and postgraduate students in residences;
    • Development, implementation and operational execution of business rules, policies, and processes, with regards to placement management in UP residences;
    • Amend placement processes and business rules, and ensure that all internal role-players (Department of Residence Affairs and Accommodation, Department of Enrolment and Student Administration, and faculties) receive training and/or information about new/amended processes and business rules;
    • Responsible for all escalated matters relating to placements, such as those received from Executive, management, DESA, faculties, etc.;
  • Residence student information/database and online platforms:
    • Oversee, manage, identify Residence IT system/software and information requirements, enhancements and adjustments, and coordinate the testing of system upgrades;
    • Identify and assist in the development of residence student interface online platforms;
    • Identify, manage, and implement new Residence system development/s that is needed as prescribed by external circumstances;
  • Off-campus accommodation: University leased, accreditation and recognition processes:
    • Planning and operations concerning leasing, accreditation, and recognition of privately owned student accommodation properties, in order to manage the demand versus supply for student accommodation;
    • Manage applications, allocations, and billing of students in the University leased residences;
    • Develop a good working relationship with privately owned student accommodation service providers, ensuring that such properties are accredited/recognised according to the relevant policy/guidelines;
    • Manage the responsibilities and functions related to the accreditation and recognition processes;
  • Human Resources management:
    • Responsible for Human Resource management and related activities, e.g. performance management and evaluation, training needs, job descriptions, recruitment, and selection processes; confirm and formalise the approved delegated responsibilities;
    • Manage and ensure that staff comply with the UP code of conduct, disciplinary code, and other policies and business rules, and participate in the disciplinary processes;
    • Delegate duties when necessary to ensure increased productivity, streamlining of functions and processes and establish clear, defined roles to ensure that prescribed occupancy levels are reached;
    • Manage and setting up of the Divisional annual HR budget within UP policies and departmental business rules;
  • Student financial systems and management:
    • Manage and audit residence fees structure on the residence system continuously;
    • Oversee the automation of room charges, changes, the ongoing financial transactions of moving in/out and moving rooms on the system,
    • Manage all escalated enquiries and financial disputes regarding:
      • Reservation levies, charges and disbursements;
      • The process of occupying and exiting of residence (which includes residence placement, pay-as-you-eat, etc.);
    • Develop and submit annual budgets for the Division to senior management and the Department's accountants;
  • External ad-hoc accommodation and projects:
    • Provide strategic, operational management, and planning advice regarding accommodation for priority University programmes that cannot be accommodated in University residences due to over-demand and limited places;
    • Manage the movement of students to alternative accommodation, when University residences are under renovation, or when there are urgent evacuations;
    • Make recommendations as to the alternative accommodation options that may be available, based on investigations and working relationships;
    • Give input and advise to the Department of Student Affairs and the Student Representative Council regarding accredited and recognised private accommodation matters;
    • Arrange and facilitate private accommodation placement where necessary with accredited/recognised providers.


MINIMUM REQUIREMENTS:
  • A relevant Honours degree, with:
  • A total of six years' experience, of which three years should be in a management position, in:
    • University residence placements;
    • Experience and knowledge of residence structures, residence life and the residence environment;
    • Overseeing and management of staff, and all the HR related functions;
    • Management, overseeing and development of student database software systems (e.g., Residence/Enrolment IT systems and software, such as PeopleSoft, online applications platforms, as well as other software packages like MS Word, Excel, Gmail, etc.);
    • Negotiating and resolving conflict at all levels, including staff motivation;
    • Applying finance and procurement processes (including financial and budgetary responsibilities), and the student billing processes.


REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):
  • Knowledge of:
    • Management:
      • Strategic;
      • Student housing;
      • Customer relations;
      • Financial and administration;
    • Identification of system needs and compiling of system specifications;
    • University systems: Student information system, Gmail, Microsoft Office (MS Word, Excel and PowerPoint);
    • Knowledge and understanding of Higher Education policies that directly affect students, student administration, residences, and related matters;
  • Technical:
    • Ability to think strategically and innovatively;
    • Excellent communications and organisational skills;
    • Project management skills;
    • Interpersonal skills at all levels;
    • Report writing;
    • Written and verbal proficiency in English;
    • Ability to work independently, handle simultaneous assignments, and the ability to work as part of a high performance team;
    • Participative management style;
    • Administrative management skills;
    • Presentation and training skills;
  • Behavioural:
    • Good listening skills and application of instructions;
    • Must be able to make quick, accurate and precise decisions;
    • Flexibility and problem solving skills;
    • Strong display of customer service acumen;
    • Multitask and work beyond normal office hours;
    • Team player and be able to delegate;
    • Result orientated and analytical;
    • Facilitation skills;
    • High-level leadership skills.


ADDED ADVANTAGES AND PREFERENCES:
  • A management qualification or certificate e.g., Management Development programme/Management Advancement program;
  • Five years' experience in:
    • Client service environment;
    • Experience in and knowledge of UP's policies and processes with regards to residences placement, and student bodies infrastructures;
    • Admission and accommodation administration in a Higher Education institution;
  • A valid driver's licence.


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 at www.up.ac.za, and follow the link: Careers@UP.

In applying for this post, please attach:
  • A comprehensive CV;
  • Certified copies of qualifications;
  • Names, e-mail addresses and telephone details of three referees whom we have permission to contact.


CLOSING DATE: 19 August 2022

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

ENQUIRIES: Please contact Sifiso Dludla; e-mail: sifiso.dludla@up.ac.za for enquiries relating to the position and Mrs F Nhliziyo, email: Fiki.Nhliziyo@up.ac.za for application-related enquiries.

Should you not hear from the University of Pretoria by 30 November 2022, 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.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

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

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