Hod: Financial Aid and Bursaries

Eastern Cape

,

East London

**M**ain purpose/objective**
The main purpose of the position is to manage the administration of all staff of the Financial Aid and Bursaries Section of the University. Co-ordinates the preparation of all financial and non-financial information relating to student loans & bursaries on a monthly and annual basis. Ensure that the loans and bursaries are allocated to academically deserving students and that the University meet all the requirements as stipulated by the various donors/funders in accordance with the Universities policies and procedures and is done timeously and accurately. Undertake on-going communication to students relating to all aspects of student loans and bursaries. Manage the administration in relation to the submission of claims to funders in accordance with the University policies and procedures and that of the funders. Serves as the primary contact point for all audits undertaken by the external and internal auditors of the University relating to student bursaries. Provides financial information, statistics and special reports as and when required by government departments or agencies, external or internal auditors, University departments and senior management.

**Key job functions**:

- **Registrations preparation, execution and financial concessions implementation**:

- Prepare for the registration in advance to enable smooth execution thereof.
- Obtaining the relevant donors/funders guidelines before the commencement of registration.
- New Students Representative Council (SRC) Induction on donor/funders matters, liaising with NSFAS servicing team and organising NSFAS open days for First Time Entrance Students (FTENS) after Registration (NSFAS information booklet)
- Understand the financial concessions from senior management for the relevant financial year and implement accordingly.
- Ensure correct registration templates are send to donors/funders on the conclusion of registration or on ad-hoc intervals
- **Understanding and implementation of the bursary guidelines**:

- Ensure the bursary guidelines are understood internally and implemented as intended in the disbursement and management of allowances.
- Develop internal Standard Operating Procedures (SOPs) and flowcharts on bursaries/donor processes within the University, and ensure that University community/stakeholder groups are workshopped on these SOPs.
- Develop a repository of all relevant guidelines/circulars and track and report the implementation thereof.
- **Processing of allowances to students**:

- Ensure the accuracy and completeness of allowances processed to funded students for example meal allowances, accommodation and book allowances.
- Maintain auditable records/reports/reconciliations of allowances processed to funded deserving students.
- Ensure allowances are processed to deserving students on the funded list on the regular intervals.
- Handling of queries from students on their allowances or funded statuses.
- Ensure students completes the relevant internal documents for example Acknowledgement of Debt Forms and Consent forms.
- **Ensuring the financial accounting, processes and reconciliations of donor/funded/bursaries accounts**:

- Implementation of approved policies on student refunds and debt policy to ensure efficient working capital management.
- Manage the bursaries accounts debt (historical and current) and devise methods of liaising with funders for speedy recoveries/payments.
- Monthly reports and reconciliations on financial matters for students including student debt balances and ageing and cash collections from donors/funders.
- Handling of audit matters relating to allowances and student balances -these can be internal auditors, external auditors, funder’s auditors, Forensic Auditors and other Investigating agencies.
- **Customer perspective**:

- Admired Brand for financial aid and bursaries. Ensure that staff attend to student enquiries within reasonable time period of query being received.
- Improve communication through regular meetings with students, sponsors and staff.
- Develop a customer survey which will assist the department in improving its service that it offers to our clients.
- **Increasing capacity and quality support systems**:

- Ensure that processes, policies and procedures are adhered to.
- Develop performance agreements and development plans for all direct reports.
- Ensure job descriptions of all direct reports are in place.

**MINIMUM REQUIREMENTS**
**Qualifications and experience (minimum)**:

- A Bachelor of Commerce/Accounting Degree.
- At least 3 years’ experience of having successfully managed student bursaries (including NSFAS) and donor funds at a Higher Education Institution
- Knowledge of ERP systems is of High Importance.

**Skills and competencies (additional)**:

- Knowledge of how other Financial Aid and Bursaries Departments work within an HEI environment.
- Must be computer literate in Excel and Word and have the ability to a