Graduation Project Manager - Department of Enrolment and Student Administration

job Description

UP Professional and Support
DEPARTMENT OF ENROLMENT AND STUDENT ADMINISTRATION
GRADUATION PROJECT MANAGER

PEROMNES POST LEVEL 8
In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE:
To manage the seasonal graduation project process in collaboration with the relevant stakeholders. Responsibilities include organising, planning, and managing timelines, and quality assurance requirements to ensure the successful graduation of University of Pretoria’s final-year students. Additionally, the role oversees protocols for the issuing and safekeeping of qualification certificates, and managing and mitigating risks.

Duties and Responsibilities

The successful candidate’s responsibilities will include, but are not limited to:
Planning and communication for graduation season:
Draft and communicate the planning of the graduation season and the groupings of the graduation sessions for approval to the relevant stakeholders;
Distribute approved graduation season information to relevant stakeholders;
Compile, distribute and manage the schedule for all processes and tasks before the commencement of each graduation season and session;
Coordinate faculties’ graduation checking and compilation as per scheduled deadlines;
Draft finalists’ letters in line with approved nomenclature and relevant information for referral to the communication unit to update student information;
Draft and finalise web page content for referral to the relevant stakeholder to upload to the web page;
Verify that updates are reflecting on the web page;

Management of graduation administration and office:
Prepare, design layout, conduct quality assurance, and finalise the graduation information for compilation of the graduation programmes, and refer for printing and publishing;
Liaise and collaborate with relevant stakeholders for the collation of information;
Extract reports and submit to faculties for checking;
Conduct quality assurance processes for validation of information;
Manage the printing process of relevant graduation documents;
Manage the attendance at graduation ceremonies, as well as the couriered and collected documentation for audit purposes.

Qualifications and Experience

A relevant Bachelors/B Tech degree, with:
Three years’ experience in:
Planning, organising, administering, and coordinating graduation processes;
Student administration and graduation ceremonies;
Working with certificates, diplomas, and degree nomenclature;
OR

Relevant three-year National Diploma, with:
Five years’ experience in:
Planning, organising, administering, and coordinating graduation processes;
Student administration and graduation ceremonies;
Working with certificates, diplomas, and degree nomenclature.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):
Knowledge:
Comprehensive institutional knowledge about structures, and rules and regulations of the University;
Project management;
Understand and render assistance to faculties regarding graduation administrative processes;
Language skills (terminology research/proofreading/editing);
Quality assurance;
Risk management;
Knowledge of qualification nomenclature;
Technical competencies:
Organisational skills;
Ability to accomplish tasks and processes accurately and completely;
Critical thinking;
Ability to lead and guide others to develop new skills or knowledge that will enhance their work;
Ability to design, develop and/or deliver training programs;
Computer skills: PeopleSoft, MS Office;
Behavioural competencies:
Ability to:
Behave professionally at all times and maintain healthy working relationships with the diverse groups of people at the University;
Present information to individuals or groups; deliver presentations suited to the characteristics and needs of the audience;
Convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message;
Build and maintain ongoing, collaborative, working relationships with co-workers to achieve the goals of the work unit;
Manage resources, monitor activities and assess environmental risks and quality control associated with the program;
Actively participate as a member of a team to move toward the completion of goals;
Accomplish tasks and processes accurately and completely;
Deal with high stress situations calmly and effectively;
Ensure continuous and timely planning for decision-making, the implementation of these decisions, and understanding the implications thereof that may affect internal and external stakeholders of the University.

ADDED ADVANTAGES AND PREFERENCES:
A relevant Honour’s degree;
Three years’ experience in:
An institution of Higher Learning;
Typing at a high proficiency;
Skilled in project management, project execution and control, scheduling, cost management, and project quality and risk management;
Organisation and structured approach to work outputs;
Valid driver’s license.