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Administrative Control Officer-Department of Enrolment and Student Administration - 24740

Employer
University of Pretoria
Location
South Africa
Closing date
Dec 28, 2022

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UP Professional and Support

DEPARTMENT OF ENROLMENT AND STUDENT ADMINISTRATION

ADMINISTRATIVE CONTROL OFFICER

PEROMNES POST LEVEL 8

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 purpose of this job is:
  • The processing of applications and admissions of international examination authorities. Handling all specialised escalated back office functions including offering an excellent client service, excellent communication to walk-in clients, e-mail enquiries and telephonic enquiries. Co-ordinating the admission of these students with the Head of Student Administration;
  • Attending to the coordination of the top achievers process to ensure that all functions and duties are aligned and executed to support the University and department's goals and strategies;
  • Managing of special merit awards and co-ordination of residence placements;
  • Assisting in the enrolment system design, development and maintenance, and to be multi-skilled to offer support and stand in for colleagues within the division.


RESPONSIBILITIES:

The successful candidate's responsibilities will include, but are not limited to:
  • Non-NSC/IEB specialist:
    • Specialist in international examination authorities;
    • Application and admission processing of these applicants;
    • Reporting on international applications;
    • Follow up and relationship building with these applicants;
    • Attend to all enquiries related to these applicants;
    • Act as specialist in cooperation with the heads of Student Administration in admitting applicants who completed a matric other than the NSC and IEB;
  • Enrolment system support and development:
    • Assist with the development of PeopleSoft Campus systems to enhance processes of enrolment;
    • Assist with investigation of problems or errors in PeopleSoft Campus (Applications and admissions);
    • Assist with testing of new developments and training of relevant staff members;
    • Provide faculty support on systems related issues;
    • Preparation of faculty staff training material;
    • Communicate with enrolment staff on new developments, system changes and new procedures;
    • Assist with the quality control of admissions and selections;
    • Assist with maintaining the PeopleSoft Campus (Recruiting and admissions) system setup to ensure all processes are running smoothly and according to admissions rules and regulations;
    • Assist and drive special projects as requested by the line manager;
  • Top achievers:
    • Liaise with the heads of Student Administration to ensure the top achiever students are admitted within a certain timeframe;
    • Updating service indicators on the system in order to identify top achievers;
    • Constant monitoring of the admission status of top achievers;
    • Liaise with residences on the placement of top achievers;
    • Attend to enquiries of residence placement of top achievers;
    • Follow-up of the payment of the reservation levy;
    • Communication to top achiever students: sms, e-mails, calls and PeopleSoft letters;
    • Ensure correct PeopleSoft letters. Preparing and updating correspondence where necessary;
    • Analyse PeopleSoft data to ensure top achievers receive excellent service from all departments and faculties;
    • Assist the DESA Project Coordinator with all projects regarding top achiever students;
    • Liaise with the Department of Finance regarding financial assistance to these students;
  • Managing of special merit awards:
    • Managing of VCDMA (Vice Chancellors Discretionary Merit Award):
      • Assist in identifying candidates via the PeopleSoft System;
      • Correspondence with students on accepting/rejecting offers;
      • Assist in organisation of events, surveys and awards evenings;
      • Liaise with various departments such as JuniorTukkie, faculties and Finance;
      • Relationship building with students to follow through on student success;
    • Managing of Previously Disadvantaged Group (PGD) awards:
      • Identifying students via PeopleSoft System;
      • Correspondence with students on accepting/rejecting offers;
      • Liaise with Finance on budget and allocation of awards;
      • Follow up with these students to ensure students Fly@UP;
  • Liaison for Top Achievers enquiries:
    • Attend to all escalated e-mails, telephone calls and walk-in (internal and external) regarding top achiever students;
    • Assist with student account queries;
    • Ensure and communicate bursary allocations;
    • Ensure that funds are allocated after registration;
    • Report on statistics for top achievers;
    • Attend to enquiries with regards to processes and procedures within the department with the knowledge of what must be escalated to whom;
    • Excellent knowledge of UP website;
    • Excellent knowledge and adherence to UP policies and regulations;
    • Offer an excellent client service to walk-in, e-mail, and telephonic clients at all times within prescribed turnaround times;
    • Excellent, timeous and efficient communication to clients/students within prescribed turnaround times;
    • Attend to all real time incoming and escalated telephone calls from clients (internal and external);
    • Ensure feedback is supplied when necessary;
    • Be of assistance with regards to the student portal;
    • Liaise with other departments, relevant support services, faculties, etc.


MINIMUM REQUIREMENTS:
  • A relevant/related Bachelor's degree with a total of three years' experience in:
    • Student administration;
    • Student administration at a Higher Education institution;
    • Processing applications, admissions and selections;
    • PeopleSoft Campus systems in admissions;
  • Three years' total minimum work experience;

OR
  • A three year diploma with a total of five years' experience in:
    • Student administration;
    • Student administration at a Higher Education institution;
    • Processing applications, admissions and selections;
    • PeopleSoft Campus systems in admissions;
  • Five years' total minimum work experience.


REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):
  • Knowledge of:
    • Databases;
    • PeopleSoft;
    • Statistical applications;
    • University's corporate branding and image;
    • University's general rules and regulations;
    • Programmes and plans offered by UP;
  • Computer literate in Microsoft Office;
  • Intensive use of MS Office package;
  • Professional conduct;
  • Able to work on a real time environment (high level of stress);
  • Knowledge of client relationship management;
  • Effective time management;
  • Interpersonal skills;
  • Negotiation skills;
  • Able to work in a team;
  • Self-control;
  • Innovative thinking;
  • Conflict handling skills;
  • Professional conduct;
  • Innovative ideas;
  • Ability to establish excellent relationship with students and their parents;
  • Accuracy and responsibility;
  • Self-motivated;
  • Negotiation and communication skills;
  • Interpersonal skills and excellent interpersonal relations.


ADDED ADVANTAGES AND PREFERENCES:
  • Honours degree;
  • A total of three years' experience in:
    • Admissions requirements and procedures at UP;
    • Residence placement at an academic or other corporate accommodation establishment;
  • A valid driver's license.


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: 10 October 2022

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

ENQUIRIES: Mr Zolani Gqabi, zolani.gqabi@up.ac.za, for application-related enquiries, and Ms Phindile Mthimunye, phindile.mthimunye@up.ac.za , for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 December 2022, please accept that your application has been unsuccessful.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference will be given, 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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