Postgraduate Diploma Administrator A1

2 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte

**The role comprises of three critical areas, each with its specific set of skills and aptitudes needed to fulfil the activities. The areas are student administration, module administration, programme administration and programme renewal. The position of PGDip Administrator is wide-ranging. A detailed job description can be made available on request.**

**Student administration**:

- Managing timeframes and procedures around admissions, selections and registration;
- Responding to applicant enquiries and functioning as first point of contact for student enquiries;
- Resolving student issues / queries / problems via engagement with relevant stakeholders (Postgraduate Office, International Office, Research Development, Bursaries and Loans, Student Information Systems, etc.);
- Managing student administration regarding module selection, including discontinuation and deregistration;
- Managing student databases.

**Module administration**:

- Ensuring effective communication with module convenors, lecturers, students, divisions within SU, members of public suppliers and venues;
- Coordinating communications around module arrangements;
- Supporting module convening teams with all administration and operational arrangements pertaining to the PGDip programme;
- Administering all activities and tasks on the SUNLearn administration system;
- Arranging all processes relating to assignment and assessment administration;
- Coordinating plagiarism cases aligned with the departmental plagiarism guidelines and in consultation with relevant stakeholders;
- Creating and updating moderation guidelines, communications, and documents as preparation for the moderation process during the year;
- Liaising with the Programme Leader to ensure timeous submission of moderating documentation within the Faculty of Economic and Management Sciences.

**Programme administration**:

- Ensuring the alignment of programme guidelines with the SU yearbook and related regulations;
- Coordinating programme evaluation and moderation processes;
- Managing resources, policies, and guidelines for module convenors on OneDrive, Teams, or SharePoint;
- Coordinating inputs and implementing updates to guidelines and relevant documents in support of quality assurance (Module Frameworks, Module Budgets, Moderation Guidelines, Student Information Guide, etc.);
- Supporting communications plans in consultation with Marketing and the communications team;
- Distributing relevant information to stakeholders;
- Fulfilling all the relevant financial administration tasks related to payments, requisitions, and purchases of the programme;
- Coordinating inputs from module budgets and tracking overall programme expenses;
- Coordinating inputs from the programme leadership team on all programme renewal updates;
- Liaising with and supporting the PGDip programme leader on all programme renewal activities.

Job Requirements/Pos Vereistes

**The role across all these functions requires competence in routine administration, including knowledge of university systems, processes and policies, guidelines, finance procedures, the ability to project manage processes and communication with diverse stakeholders. The position requires a high degree of self-management and coordination to pace all concurrent activities along with intensive forward planning in order to manage overlapping periods of intense programme activity with annual programme needs.**
- At least a three-year relevant undergraduate qualification or equivalent;
- At least five years' administration experience, specifically in the administration of postgraduate programmes to ensure a well-functioning cutting-edge learning centred environment within a higher education environment;
- Proven computer proficiency in the Microsoft Office package (Word, Excel, MS Teams, OneDrive, SharePoint, Planner, and Outlook);
- Knowledge of and the ability to administer Learning Management Systems and other electronic university platforms (e.g., TeraTerm, SUNStudent and related);
- Experience in financial administration and management;
- Proven ability to work with a high attention to detail and accuracy;
- Strong interpersonal skills with the ability to build a rapport with and collaborate effectively with many stakeholders (prospective and registered students, partners and academic and support staff) in a team environment;
- The ability to project manage tasks in a methodical and detailed manner, ensuring adequate record keeping, planning and reporting of all activities;
- The ability to manage complex tasks, including coordinating diverse inputs and coordinating tasks until completion;
- Excellent verbal and written communication skills in English;
- The ability to perform under pressure by managing diverse work steams;

Recommendation/Aanbeveling
- A relevant postgraduate university degree or equivalent qualification;
- Understanding of sustainability related matters.

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