Administrative Control Officer-department of

2 weeks ago

Pretoria, South Africa University of Pretoria Full time

RESPONSIBILITIES:

- Non-NSC/IEB specialist:

- Specialist in international examination authorities;
- Application and admission processing of these applicants;
- Follow up and relationship building with these applicants;
- Attend to all enquiries related to these applicants;
- Act as specialist in cooperation with the heads of Student Administration in admitting applicants who completed a matric other than the NSC and IEB;
- Enrolment system support and development:

- Assist with the development of PeopleSoft Campus systems to enhance processes of enrolment;
- Assist with investigation of problems or errors in PeopleSoft Campus (Applications and admissions);
- Assist with testing of new developments and training of relevant staff members;
- Provide faculty support on systems related issues;
- Preparation of faculty staff training material;
- Communicate with enrolment staff on new developments, system changes and new procedures;
- Assist with the quality control of admissions and selections;
- Assist with maintaining the PeopleSoft Campus (Recruiting and admissions) system setup to ensure all processes are running smoothly and according to admissions rules and regulations;
- Assist and drive special projects as requested by the line manager;
- Top achievers:

- Liaise with the heads of Student Administration to ensure the top achiever students are admitted within a certain timeframe;
- Updating service indicators on the system in order to identify top achievers;
- Constant monitoring of the admission status of top achievers;
- Liaise with residences on the placement of top achievers;
- Attend to enquiries of residence placement of top achievers;
- Follow-up of the payment of the reservation levy;
- Ensure correct PeopleSoft letters. Preparing and updating correspondence where necessary;
- Analyse PeopleSoft data to ensure top achievers receive excellent service from all departments and faculties;
- Assist the DESA Project Coordinator with all projects regarding top achiever students;
- Liaise with the Department of Finance regarding financial assistance to these students;
- Managing of special merit awards:

- Managing of VCDMA (Vice Chancellors Discretionary Merit Award):

- Correspondence with students on accepting/rejecting offers;
- Assist in organisation of events, surveys and awards evenings;
- Liaise with various departments such as JuniorTukkie, faculties and Finance;
- Relationship building with students to follow through on student success;
- Managing of Previously Disadvantaged Group (PGD) awards:

- Identifying students via PeopleSoft System;
- Correspondence with students on accepting/rejecting offers;
- Liaise with Finance on budget and allocation of awards;
- Liaison for Top Achievers enquiries:

- Assist with student account queries;
- Ensure and communicate bursary allocations;
- Ensure that funds are allocated after registration;
- Report on statistics for top achievers;
- Attend to enquiries with regards to processes and procedures within the department with the knowledge of what must be escalated to whom;
- Excellent knowledge of UP website;
- Excellent knowledge and adherence to UP policies and regulations;
- Excellent, timeous and efficient communication to clients/students within prescribed turnaround times;
- Attend to all real time incoming and escalated telephone calls from clients (internal and external);
- Ensure feedback is supplied when necessary;
- Be of assistance with regards to the student portal;
- Liaise with other departments, relevant support services, faculties, etc.

MINIMUM REQUIREMENTS:

- A relevant/related Bachelor’s degree with a total of three years’ experience in:

- Student administration;
- Student administration at a Higher Education institution;
- PeopleSoft Campus systems in admissions;
- Three years’ total minimum work experience;
**OR**
- A three year diploma with a total of five years’ experience in:

- Student administration;
- Student administration at a Higher Education institution;
- PeopleSoft Campus systems in admissions;
- Five years’ total minimum work experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge of:

- Databases;
- PeopleSoft;
- University’s corporate branding and image;
- University’s general rules and regulations;
- Programmes and plans offered by UP;
- Computer literate in Microsoft Office;
- Intensive use of MS Office package;
- Professional conduct;
- Able to work on a real time environment (high level of stress);
- Knowledge of client relationship management;
- Effective time management;
- Interpersonal skills;
- Negotiation skills;
- Able to work in a team;
- Self-control;
- Innovative thinking;
- Conflict handling skills;
- Professional conduct;
- Innovative ideas;
- Ability to establish excellent relationship with students and their parents;
- Accuracy and responsibility;
- Self-motivated;
- Negotiation and communication skills;
- Interpersonal skills and excellent inte

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