Assistant Director: Operations

3 weeks ago

Pretoria, South Africa University of Pretoria Full time

RESPONSIBILITIES:

- Strategic and operational management of the unit:

- Develop, plan and manage processes and human resources, linked to change, as a result of development within the sector e.g., new technology/systems/regulations, etc.;
- Develop strategic objectives;
- Develop, communicate, and support the vision for the Student Service Centre (SSC) in co-operation with other members of the management team, that is aligned with UP’s customer services plan;
- Manage and maintain relationships with all internal and external stakeholders;
- Establish and maintain communication systems and channels to ensure the flow of information;
- Use innovative new technology processes and communication methods to ensure that UP moves towards a self-help and paperless environment;
- Develop and submit report/s as required;
- Operational planning: Develop plans for the implementation of projects and normal operations;
- Co-ordinate resources between the different units in the department, in collaboration with the other managers, so that all resources are optimally utilised;
- Monitor performance of the online systems to identify challenges to ensure resolution with mínimal down time and to suggest improvements;
- Manage and monitor service delivery on different campuses;
- Provide technology support for the cards and parking functions across all campuses;
- HR and financial management:

- Adhere to and implement HR policies and procedures; as well as UP procurement policies;
- Ensure EE goals are pursued and attained;
- Approve and monitor leave taken considering operational requirements;
- Drive staff development and implemented training as required;
- Set performance targets and implement performance for team;
- Guide staff in division to reach operational targets;
- Facilitate compliance with OHSA;
- Develop, monitor and control the unit’s operational, HR, capital and student temp budgets;
- Ensure capturing of invoicing are completed and debt recovery is implemented;
- System management and communication:

- Ensure all systems pertaining to the portfolio are operational and support internal activities;
- Research and introduce innovative systems and processes to enhance operations;
- Asset management and system capacity planning within the division;
- Replacement of faulty equipment and back-ups provided;
- Ensure that super-user testing is done on all systems;
- Reporting and management of system bugs, production issues and potential improvements after troubleshooting and internal investigation relating to the PeopleSoft and non-PS environments;
- Monitor software licenses and report on expired licenses, identify communication gaps and advise relevant stakeholders to take corrective actions;
- Conduct audit and monitor the UP-web page for expired, changed, and updated information
- Contribute to the design and dissemination of information to students;
- Distribute and advise all relevant stakeholders on new operations, changes in operations and improvements in operations;
- Customer relationship management:

- Monitor and resolve escalated issues;
- Ensure that services are rendered as per internal operating processes;
- Monitor and plan for disruptions in service, advise Security Services of potential threats and plan accordingly;
- Postal Services:

- Develop policy and implement processes and procedures accordingly;
- Identify and resolve system challenges;
- Manage the unit to use alternative technology-based services;
- Oversee the handling of electronic mail, enquiry and front-desk services;
- Oversee the management clearing agent, courier, customs and excise service via SLA or contract;
- Oversee the dispatch of study material and graduation certificates;
- Career Services:

- Oversee and monitor the Career Services unit;
- Oversee the coordination of projects and career fairs;
- Monitor and develop plans to drive student work readiness programmes;
- Projects:

- Lead and manage several DESA projects annually;
- Design and provide a project plan for registration and other projects;
- Compile and submit reports as required;
- Complete a risk assessment and provide mitigating factors;
- Identify key role players required for the implementation of the registration plan;
- Collaborate closely with Facilities Management, Security Services and Information Technology Services on the registration plan, requirements and responsibilities;
- Collate needs and requirements and report all required needs for registration.

MINIMUM REQUIREMENTS:

- Relevant Bachelor’s degree;
- Relevant leadership programme (MDP/PMD); WITH
- A total of five years’ experience in:

- Management and administration;
- A client service environment (proven knowledge and experience of client service and client relationship management);
- Management of system related projects or initiatives to enhance service delivery;
- Financial and budget management; and HR management;
- Project management;
- Management and negotiating of Service Leve

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