Assistant Director: Accommodation Administration

3 months ago

Bloemfontein, South Africa University of the Free State Full time

Job Title- Assistant Director: Accommodation Administration (post level 7) (Job ID: 5919)- Organizational Unit- University of the Free State -> Student Affairs -> Housing and Residence Affairs- Contract Type- Permanent- Occupational Level- Junior Management- Location- Bloemfontein Campus - Bloemfontein, FS ZA (Primary)
- Closing Date- 13/10/2024- Description**Duties and responsibilities**:

- **Administration**
- Oversee all administrative and operational functions and procedures in the sub division.
- Annual review of policy and additional regulations pertaining to the placement of prospective students and renewal of current students in all accommodation categories.
- Implementation of the UFS policy pertaining to diversity within residences.
- Manage and coordinate all procedures with regard to placements and cancellation of accommodation.
- Manage and coordinate the offer process leading up to the arrival of first-time entering students.
- Manage in conjunction with residence heads continuous occupancy records to ensure accurate reporting and occupancy statistics (including reporting to HESA via DIRAP).
- Manage the communication process towards residence heads with regards to room occupancy records and calculation of first-year placement capacity.
- Oversee room transfer process.
- Manage accommodation arrangements applicable to international visiting academics, postdoctoral, PhD and Magister students.
- Manage placement of Masters, PhD and Postdoctoral students as well as high-profile research visitors (i.e. Senior Research Professors and Extraordinary Professors) and family accommodation units. This include after hour service delivery and support whether it may be of maintenance, access or any other nature.
- Coordinate the annual process of temporary off-campus accommodation.
- Manage and oversee the office and process with regards to accreditation off-campus accommodation in order to increase the number of accredited beds.
- Through the Off-Campus Accommodation Office, ensure off-campus service providers comply with the norms and standards required for accreditation purposes.
- Review annually the Off-Campus Accreditation Policy, Placement Policy and the Renewal Policy for on-campus accommodation.
- Represent Housing and Residence Affairs (HRA) with the Director at the Registration Committee.
- Secretariat of the Accommodation Bursary Committee, Residence Leadership Bursary and the Placement Advisory Committee.
- Act as data set steward on all datasets within RMS/Mercury software.
- Prepare reports on Accommodation Administration (quarterly, semester, and annual) for submission to the Senior Director.
**- Human Resources**:

- Manage the leave cycle in the sub-division.
- Coordinate the effective functioning of Residence Assistants (Ras) at senior residences, including semester meetings and training.
- Ensure effective mentorship with regards to the Intern within Accommodation Administration.
- Promote an independent work environment wherein fellow staff members can express innovative thinking in the process of problem-solving.
**- Financial Management**:

- Oversee the preparation process of mass billing of all residential students annually during February in conjunction with the Assistant Director: Financial Manager HRA.
- Oversee control with regard to payment of deposits, accommodation prepayment and payments for senior accommodation categories.
**- Training and development**:

- Identify continuous training opportunities for Accommodation Administration staff to utilise Mercury software optimally.
- Continuous alignment of office procedures with Mercury functionality.
- Training of student-assistants to assist HRA during the annual Registration Process.
- Appointment and training of residence assistants within the senior residences’ environment.**Inherent requirements**:

- Bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7.
- Minimum of four (4) years relevant management experience in a higher education housing environment.
- Valid driver's licence.

**Recommendations**:

- B Com (Law) Degree on NQF Level 7.
- Knowledge of Mercury System.
- Knowledge of Property Law.
- Knowledge of PeopleSoft System.
- Knowledge of UFS Financial Policies.
- Knowledge of HRA Policies.
- Knowledge of DHET Norms and Standards.
- Competencies**Required competencies**:

- **Results orientated**:

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to be reliable, responsible, dependable and to fulfil obligations.
**- Strategic thinking**:

- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
- The ability to carefully analyse information and use logic to address issues and problems at work.
**- Business acumen**:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
**- Leading**:

- The ability to maint

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