KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll  - Applications submitted through any other platform will not be considered.   The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:                                                                      

•    A detailed Curriculum Vitae.

•    Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).

•    A copy of your identity document (South African ID or passport for foreign nationals).

•    Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Operations and Faculty Management 

•    Responsible for the day-to-day management of core administrative business of the faculty.

•    Engage in the strategic planning of administrative business processes in conjunction with the Dean and/or Vice Deans.

•    Manage meetings and associated administration for Faculty Committees (For example, Faculty Board and Faculty Management Committee).

•    Responsible for convening and agenda preparation for Faculty meetings.

•    Advise the Dean, Vice Deans, Heads of Departments, Centres and Schools within the Faculty in terms of operational policies and procedures that influence their sphere of operation.

•    Evaluate allocation of administrative resources throughout the faculty and make strategic recommendations for the optimal allocation of such resources to ensure the smooth running of the faculty.

•    Effectively manage Faculty admissions, registrations, and graduation functions.

•    Manage student registrations, oversee the process of academic advice to students, deal with student enquiries, and refer students where necessary.

•    Plan and organise the academic year cycle, including the faculty rulebook, syllabus publications, faculty calendar, and key activities in the Faculty on the University calendar.

•    Effectively manage the faculty registrar function and academic records.

•    Liaise with the Vice Dean: Teaching and Learning, Teaching-Learning Manager, Head of Departments and Programme Director regarding the establishment of new qualifications and streams.

•    Liaise with Marketing and other departments for updating the information in the Faculty Booklet, prospectus and other marketing material.

•    Adhere to University and faculty policies and procedures.

People Management 

•    Supervise administrative staff and service workers in the Dean’s office, and perform all functions associated with such supervision, including induction of new staff members, leave approval; performance evaluation of staff members; coordinate duties of the staff members, and make recommendations in terms of promotions, salary increases and merit bonuses for these staff.

•    Administer the recruitment process, including to perform administration associated with advertisements; assisting in sifting applications; and assisting with arrangements for shortlisting meetings and interviews for vacancies in the Dean’s office.

•    Monitor contract appointments (including (re)appointment of AHDs and Programme Directors, to ensure timeous submissions to the Human Resources Department.

•    Promote transformation within the faculty administration.

•    Identify training needs of administrative staff within the Office of the Dean and facilitate such training.

•    Manage and coordinate the annual promotions cycle in the faculty.

•    Liaise with the Department of Human Resources and the Executive Committee of Senate regarding appointments and promotions.

•    Adhere to UFS’s human resource policies and procedures.

Finance Management 

•    Plan, manage, report and advise on the faculty budget (annual budgeting; financial planning; allocation of funds; and financial control).

•    Complete ad-hoc claims, requisitions and service requests where necessary.

•    Adhere to the UFS’s financial policies and procedures.

Monitoring and Evaluation 

•    Monitor, evaluate and prepare the annual projection for the faculty’s fee income and enrolment planning.

•    Provide data, analysis and information in support of planning and decision-making within the faculty.

Stakeholder Relationship Management 

•    Form and foster relationships across the University and external stakeholders (students and professional bodies).

•    Understand both internal and external customer needs.

•    Liaise with the Dean, Vice Deans, Heads of Departments, Programme Directors, Teaching-Learning Manager and the Faculty Management Team on Academic Policy decisions.

•    Act as a member of the following Faculty Committees: Faculty Board, Faculty Management Committee, Faculty Academic Planning Committee, Faculty Marketing Committee, Faculty Admissions Advisory Committee, Faculty Examination Board and Faculty Rules Committee.

•    Act as member of the following Committees external to the faculty: Central Examination Committee, General Rules Committee, Academic Advising Forum, Graduations Committee, Applications Forum, General Registrations Committee, TLMG and Senate Enrolment Management Committee.

•    Act as member of ad hoc task teams during special projects (e.g., ITP Progression Rule Task Team, Systems Renewal Task Teams).

Quality Assurance 

•    Ensure that all the activities within the faculty are carried out to the highest possible standards, and ensures that the necessary evaluation and monitoring procedures are in place to ensure both compliance and improvement.

•    Adhere to auditing, quality assurance and risk management procedures both internal and external.

Inherent requirements:

•    A relevant bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7.

•    Minimum of four (4) years’ relevant working experience in an academic administration supervisory role at a higher education institution.  

•    Proven experience with administrative, financial, and management systems and software (e.g., PeopleSoft), and with processes, policies, and procedures of higher education institutions.

Recommendations:

•    A relevant honours degree /Postgraduate Diploma/Professional Bachelor’s degree on NQF Level 8.

•    A thorough understanding of staff management and leadership.

•    Sound knowledge of business drivers and trends and environmental factors to influence and shape the department’s strategy.

•    Sound knowledge of Acts that impact the Tertiary Education sector.

 

Required competencies: 

•    Results Orientated:

-    The ability to cope with a frequently changing environment and to adapt to evolving situations. 

-    The ability to deal calmly and effectively with high stress situations.

•    Strategic Thinking:

-    The ability to deal with several activities at a time.

-    The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

•    Business Acumen:

-    The ability to adhere to rules and strictly follow work regulations.

-    Proficient in using MS Office.

•    Leading:

-    The ability to lead, take charge of situations, and offer opinions and directions to others. 

-    The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

•    Building Coalitions:

-    The ability to negotiate, sell, influence and to persuade others.

-    The ability to interact with others and establish personal connections with people.

Assumption of duties:

01 May 2026

Closing date:

22 March 2026

Salary:

The salary is available on request.

Fringe benefits:

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 2558 or email ManzanaL@ufs.ac.za  or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2876 / 9813 / 2979   for assistance.

General:

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at: ufs-employment-equity-plan_2025.pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.