Departmental Administrator C

3 weeks ago

Pretoria, South Africa University of Pretoria Full time

**UP Professional and Support**:
FACULTY OF ENGINEERING, BUILT ENVIRONMENT AND INFORMATION TECHNOLOGY

DEPARTMENT OF INFORMATICS

DEPARTMENTAL ADMINISTRATOR C (25 HRS PER WEEK)

PEROMNES LEVEL 11- 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._

The primary job purpose includes:

- To provide general and administrative support to the HoD’s office and all relevant stakeholders (academic and administrative staff) related to the ABET accreditation quality management system and evidence folder maintenance.
- To provide general and administrative support to HoD’s office and all relevant stakeholders (academic and administrative staff) related to Blackboard grade centre management for all departmental modules and guest modules (e.g. INF 112 Business Information Systems, AI, etc.), for all tests, examinations, supplementary examinations, special examinations.

RESPONSIBILITIES:

- ABET accreditation management:

- Maintain ABET accreditation evidence folder management and checklist for the BCom Informatics degree;
- Download all module study guides from ClickUP and save in ABET folder - per semester;
- Compile Change Management forms per module per semester and save in the ABET folder;
- Request all modules’ semester tests after students have written and save in the ABET folder;
- Assemble signed semester Test Control Forms for all modules per semester and save in the ABET folder;
- Assist with accreditation audit preparation according to audit team requirements and audit checklist - scheduling of venues, folder preparation, etc.;
- Assist with preparation of the BIT (IS) degree accreditation evidence.
- Blackboard grade centre administration:

- Verification of assignment and test marks on EXCEL sheets where applicable (dependent on the assessment plan of the particular module);
- Upload of the EXCEL sheet into the Blackboard grade centre;
- Co-ordinate perusal and remark administration management;
- Perform quality assurance (outcome code allocation) and reconciliation of marks against the class lists and grade rosters;
- Complete assessment schedules for all undergraduate and honours courses;
- For examinations, supplementary examination and special examinations:

- Grade roster preparation;
- Mark sheets according to faculty templates, completion and signatures;
- Cover sheet completion and signatures.
- Liaison with faculty re marks, as well as submission of examination, supplementary examination, and special examination marks and cover sheet;
- Ensuring that all submission documents are signed by the lecturer and HOD;
- Assessment form management (when paper-based model is utilised);
- Co-ordinate re-mark process and assignment of external examiners.
- General administrative duties:

- Perform reception duties for HOD as and when required;
- Assist with SIT prize giving and co-ordinate plaque and trophy procurement, as well as obtain photos from each winner;
- Do minutes of departmental research meetings;
- Co-ordinate with academic staff re notice board maintenance and recent information brochures (when students on campus).

MINIMUM REQUIREMENTS:

- Matric (Grade12) OR 3-year National Diploma in Office Administration or Secretarial Diploma or a relevant qualification
- Experience in the administration of Blackboard Grade Centre (A total of 1 year with Grade 12 OR 3 years with a 3-year National Diploma)
- Experience in office administration and secretarial support (A total of 1 year with Grade 12 OR 3 years with a 3-year National Diploma)
- At least 1-year experience in a higher education institution

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Blackboard grade centre
- Financial Administration
- Departmental policy and procedure
- UP people soft systems
- Computer literacy (Microsoft Excel)
- Numerical skills
- Time management skills
- Good communication skills (written and verbal)
- Google Suite products
- Be able to work under pressure to tight deadlines
- Accountability and dependability
- Honesty and confidential
- Interpersonal skills
- Approachable
- Analytical, with attention to detail
- Be able to work as part of a team or independently
- Highly organised and structured
- Professional conduct

ADDED ADVANTAGES AND PREFERENCES:

- Detailed knowledge of Blackboard Learner Management System grade centre features

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.
- A comprehensive CV;
- Certified copies of qualifications;

CLOSING DATE: 27 March 2024
- The University of Pretoria is committed to equality, employment equity and diversity._
- The University of Pretoria reserves the right to not fill the advertised positio

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