Functional System Postgraduate Coordinator

2 weeks ago

Pretoria, South Africa University of Pretoria Full time

RESPONSIBILITIES:

- Enrolment system support:

- Investigate problems or errors in PeopleSoft Campus (Applications and admissions), and resolve in liaison with relevant parties;
- Testing of new developments and documents, as well as any system bugs;
- Prepare training material and train staff to ensure optimal use;
- Provide user support on system related matters;
- Communicate with enrolment staff on new developments, system changes, and new procedures;
- Ensure quality control checklists are in place for admissions and selections in line with UP regulations;
- Assist with new system designs aligned with regulations and the University’s goals and strategies;
- Conduct continuous quality control of the enrolment system and system functioning;
- Maintain the PeopleSoft Campus system setup, and ensure all processes are running smoothly and according to admissions rules and regulations;
- Setup and maintain system for all Postgraduate processes and procedures. Implement the necessary changes as requested by faculties, and changed regulations;
- Ensure that the setup is according to approved regulations;
- Setup and amend closing dates accordingly;
- Distribute closing date lists regularly to relevant staff and head of student administrators;
- Ensure uploads of What to study-ftp files to the UP website, including liaison with different department heads on information displaying to the public;
- Assist with system design, testing of new system developments, and train staff in different departments;
- Quality control:

- Conduct quality control on admissions and follow-up on timelines with faculties;
- Ensure enrolment is according to approved regulations;
- Recommend regulation changes when applicable;
- Ensure proper student communication i.e. letters, notifications, sms’e;
- Liaise with faculties on enrolment timelines and alert managers and staff on deadlines not met;
- Admissions process management:

- Support the admission and selection processes for all undergraduate and postgraduate programmes;
- Interpret admission information and advice manager;
- Co-ordinate admission and selection between the different faculties, streamlining the processes and giving the student a holistic experience;
- Manage admissions quotas and targets as received from the Department of Institutional Planning (DIP);
- Provide faculty assistance and support when required;
- Train faculty admission staff and other departments on admission processes;
- Communicate with admission staff on deadlines, changes and other information;
- Oversee quality control; and report irregularities regarding admission related matters;
- Ensure admission and selection processes aligns with the strategic goals and vision of the University (such as a top-achiever project);
- Assist with the independent verification of processes by the Internal Audit department;
- Application process management:

- Create and maintain training documents and material;
- Ensure all marketing material, communication and web pages are updated;

MINIMUM REQUIREMENTS:

- Relevant/related Bachelor’s/BTech degree, with
- A total of three years’ experience in:

- Student administration at a Higher Education institution;
- PeopleSoft Campus systems in admissions.

OR
- A relevant three-year National Diploma, with
- A total of five years’ experience in:

- Student administration at a Higher Education institution;
- PeopleSoft Campus systems in admissions.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge of:

- The University’s corporate branding and image;
- Programmes and plans offered by UP;
- The University’s structure, including faculty structure and culture;
- UP’s policies and procedures;
- The University’s general rules and regulations;
- PeopleSoft Campus Admissions;
- Competent in:

- PeopleSoft Campus;
- System architecture;
- MS Office package;
- 3C Component and BI Publisher;
- Behavioural competencies:

- Professional conduct;
- Able to work on a real time environment (high level of stress);
- Client relationship management;
- Effective time management;
- Interpersonal skills;
- Negotiations skills;
- Able to work in a team;
- Self-control;
- Innovative thinking;
- Conflict handling skills;
- Innovative ideas;
- Excellent relationship with students and their parents.

ADDED ADVANTAGES AND PREFERENCES:

- A relevant Honours Degree, with
- A total of three years’ experience in:

- Admissions requirements and procedures at UP;
- Postgraduate enrolment.

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: 01 June 2023
- The University of Pretoria is committed to equality, employment equity and diversity._
- The University of Pretoria reserves the

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