Operations Manager

2 weeks ago

Cape Town, Western Cape, South Africa Job Crystal Full time

A leading tertiary institution is looking for an Operations Manager to assist with daily operations in the faculty office from August to November 2023.

This is a critical appointment to assist with FO processes as well as planning for 2024 activities.

DUTIES & RESPONSIBILITIES, NOT LIMITED TO:

  • Operations and resource managementmanage appropriate administrative control systems.
Assist the FO with the implementation of protocols and procedures.
Manage and allocate office space,
Take responsibility for workforce planning and fair allocation of work (undergraduate and postgraduate sections and front office).
Contribute to the recruitment process for vacant FO positions.
Take responsibility for new staff induction.
Manage remuneration for own staff in consultation with Faculty Manager, including overtime approvals and payments and contract renewals.
Manage staff training and development.
Manage employee relations (e.g. staff wellness and conflict resolution)
Manage staff leave within the postgraduate and undergraduate sections as well as front desk.
Ensure sufficient back-up for all tasks within the department.
Ensure that staff records are kept up to date.
Propose and manage all temporary staffing arrangements.
Manage the logístical arrangements for visitors.
Schedule and record minutes of all faculty office meetings. This includes weekly ops meetings in each section (UG/PG/Front desk), manager ops meetings as well as monthly FO meetings.
Oversee the scheduling of classes.
Oversee filing and archiving for 2023 in the three sections (UG/PG/Front desk).

  • Client / Student / Stakeholder Liaison
  • Design a feedback mechanism for students and other clients to evaluate team members' quality of service.
  • Respond to student/staff/visitor queries or refer to relevant parties.
  • Manage the external examiners appointment and payment process.
  • Manage the marks changes processes.
  • Review and proofread all forms of proforma correspondence, where applicable
  • Develop and maintain standard response templates for generic mailboxes.
  • Monitor FO mailbox response rates and maintenance in the three sections (UG/PG/Front desk)
  • Liaise with Commerce Students Council
  • Interact with student structures/portfolios within the faculty.
  • Manage Committee servicing in the faculty office.
Ensure efficient servicing of committees by faculty officers.

Manage central records of committee agendas, minutes.
Ensure servicing officers are allocated and resourced for all faculty committees in preparation for 2024.
Consult with the chairpersons of the committees/departments regarding membership updates.

  • 2024 Fee typicalsSubmit complete set of 'typical' annual fees to the Fees Manager ahead of their approval by Council. Assistance to be provided by Planning officer.
  • Manage compilation of the faculty administrative calendar.
Ensure the following is collated and up to date for 2024 planning:
All faculty and university committee meeting dates

Faculty and administrative deadlines
Faculty calendar for the following year - with emphasis on year-end processes, admissions, and registration planning.

REQUIREMENTS:

  • A relevant NQF6 qualification. A NQF7 qualification will be an advantage.
  • Proven experience of at least 3 years at a senior level in office management.
  • Academic departmental or faculty administrative management experience at a senior level and a track record of successful staff supervision will be an advantage.

Salary:
R40, R42,000.00 per month

Ability to commute/relocate:

  • Cape Town,

Western Cape:
Reliably commute or planning to relocate before starting work (required)

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