Postgraduate Manager

7 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte

**1.**
***
**Management and administration of the PhD programmes of the Faculty of Economic and Management Sciences**

This responsibility forms the core of the position. The duties listed in this paragraph is applicable to all PhD students of the Faculty. Duties can be divided into the following:
**a)**
***
- Developing, negotiating, presenting and monitoring new internal policies of Stellenbosch University (SU) and the Faculty to ensure better PhD and master's student practices;
- Being under direct pressure to manage tight timelines of research outputs and PhD and master's student lifecycles;
- Responding to enquiries from prospective PhD students;
- Responsible for the compilation of information to prospective and registered students via webpages, brochures, and general communication channels;
- Ensuring the seamless completion of the admissions and registration process in collaboration with the various academic departments, Stellenbosch University International and the Centre for Student Administration.

**b)**
***
- Communicating and managing the expectations attached to the conditional acceptance status and doctoral preparatory registration year;
- Monitoring the approval of PhD proposals by the Faculty Board;
- Assisting with the identification of training needs from the students' progress reports.

**c)**
***
**Administration of the PhD examination process**
- Responsible for the administration of the examination process of doctoral dissertations, as well as the subsequent oral examination, which includes:

- Handling enquiries about the doctoral examination proses;
- Ensuring that supervisors and students are kept informed regarding the relevant submission dates;
- Receiving and processing the nomination of doctoral examiners forms;
- Preparing the nomination form and the CV's of examiners for further processing and approval by the Vice-Dean: Research and sending the completed form to the Faculty secretary for inclusion on the agenda of the Faculty Board for approval;
- Sending the final dissertations with the required documentation to examiners;
- Receiving and processing the examiners' reports and sending the reports to the Vice-Dean: Research for preparing the quality control report;
- Sending the quality control report, as well as the processed anonymous examiners' reports to supervisors for further handling;
- Making the required travel and accommodation arrangements for external examiners and confirming the final arrangements;
- Arranging the compensation of examiners with the responsible people;
- Receiving the improved dissertations (if required) for further examination;
- Sending the recommendation of the oral examination panel, and the respective examiners' reports to the Faculty secretary for inclusion in the agenda of the Faculty Board for final approval;
- Payments and arrangements of flights and accommodation.

**2.**
***
**General office duties and financial administration (refers to PhD students of the Faculty and PhD students whose scholarship funding are administered by the Graduate School)**

**Secretarial duties**:

- Providing administrative support to the Manager of the Graduate School and the Vice-Dean: Research;
- Arranging meetings and appointments for ad hoc duties;
- Compiling and distributing agendas, as well as fulfilling a secretarial role in taking minutes at the Graduate School Governing Board, the Faculty's Research Committee, the EMS Internationalisation Working Group and the EMS Postgraduate Studies Working Group;
- Handling administrative and follow-up duties that emanate from the minutes of the abovementioned meetings.

**Financial and operational duties**:

- Managing the budget and scholarship allocations of full-time PhDs on the postgraduate bursary management system;
- Managing the Graduate School's asset register;
- Ensuring that payments to, for example, supervisors and examiners are facilitated in collaboration with the Registrar's Office;
- Managing the budget allocated to the Graduate School's staff support (StEM) project;
- Providing administrative support to the Graduate School's formal programme and social events:

- Booking rooms for workshops and the Graduate School's weekly seminar series;
- Arranging functions, venues and refreshments for the Graduate School's research days, conferences, and social events;
- Handling travel arrangements for visiting international partners;
- Handling all financial transactions within the Graduate School Office;
- Liaising with internal stakeholders to identify the Graduate School's webpage requirements and ensuring the maintenance of the website.

**Student administration**:

- Using and updating the SUNStudent platform with the relevant student documentation, including signed MoUs and progress reports;
- Responsible for the annual updating of PhD student data for subsidy purposes;
- Keeping supervisors and departmental chairs informed of registered students and of their responsibilities regarding

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