Faculty Manager: Science, Agriculture & Engineering

Role Overview

Introduction
A comprehensive higher education institution offers degree, diploma and certificate courses across its Faculty of Science, Agriculture and Engineering, at the Kwa Dlangezwa and Richards Bay campuses.

This is a permanent position based at the institution.

This position is responsible for implementing the operations of the Faculty in line with the decisions of the Faculty Exco Committee. This includes management of the Faculty support staff, student administration, human resources and finances. To give effect to policies, procedures and guidelines governing these areas. To advise the Dean and Faculty Exco Committee on Faculty operations and how these are giving effect to the Faculty Strategic plan. In-depth understanding of administrative policies, procedures and systems

Responsibilities

Duties & Responsibilities

KEY ACTIVITIES

Student Management/ Administration
Ensure that regulations, policies and procedures pertaining to the following are implemented/ executed: minimum admission requirements, minimum and maximum duration of studies, academic awards, moderation of modules.
Review the Faculty Prospectus to ensure that the academic structure corresponds with information in the prospectus.
Verify information for correctness.
Ensure implementation and proper application of Faculty, University and statutory rules as they relate to students, qualifications, administrative procedures and Faculty governance.
Overall management of the preparation of the faculty and web prospectus.
Oversee the timeous collection of information, updating and finalization of the Faculty and web prospectus for the following year.
Co-ordination with the appropriate academic structure regarding the administration of registration process.
Ensure development and maintenance of good working relationships with departments that interface with Faculty functions to articulate Faculty operations (Student Fees, Admissions, Financial Aid, Examinations Office, Student Records, Alternative Admissions Research Project (AARP) (NBT), Institutional Planning Department (IPD).
Responsible for a range of reports.

Monitoring and management of Faculty Assessments
Overall management of the secretariat functions within the faculty, which includes but is not limited to providing secretarial support to the Faculty Board.
Function as a member of the Faculty Executive Committee (EXCO) and give strategic input on student and HR administrative processes.
Active participation in Faculty Committee meetings.
Formulate template letters, reports or general communiques concerning decisions reached at the different meetings.
Manage secretariat functions delegated to subordinates in terms of the Faculty committees, like Faculty Executive Committee; Faculty Board Committees; and other Faculty/Exco Committees.
Management, execution and implementation of decisions taken by Faculty Committees.
Coordination of laborious reports between Faculty Committees and other university statutory bodies.
Manage DHET report submissions.
Prepare all budgets within the Faculty in consultation/approval of the Dean of the Faculty.
Ensure correct monitoring of expenditure of the Faculty staffing, equipment and supplies.

Liaison with internal and external stakeholders
Interact with internal stakeholders: Admissions, Examinations, Student Systems and Records, CMD, HEMIS, ICT; Senex, Senate, Student Counselling, Finance, Web master, MIS office, Graduate office, Human Resources etc. by responding to faculty-related enquiries, communicating decisions, comments and input to relevant internal stakeholders, and interacting with academic and administrative staff regarding deadlines.
Interact with external stakeholders: Professional Bodies, prospective students and parents, general public, external sponsors and prospective employers, DHET and DHET submissions.

Quality management within the Faculty
Collaboratively with departments to promote access, throughput, curriculum, assessment and quality assurance.
Inform Faculty Committees and HODs appropriately and adequately of quality assurance systems and requirements.
Overall management of policies, procedures and rules.
Manage adherence to, and correct interpretation and execution of policies, procedures and rules.
Manage PQM related issues and liaise with Quality Control Unit.

Staff Management
Actively participate in the recruitment of subordinates aligned to the operational plan.
Manage the performance of subordinates in accordance with the performance management policy and procedure and carry out bi-annual performance reviews.
Identify and advise on training and development needs, implementing plans to address requirements, as appropriate.
Monitor staff productivity, minimising absenteeism and overtime.
Allocate resources and direct staff to carry out operations.
Discipline staff in accordance with institutional processes and procedures.
Advice, counsel and support staff.
Facilitate communication with subordinates through appropriate structures and systems.
Authorise leave submitted as per institutional policy.

Requirements

Desired Experience & Qualification
A Masters Degree in Administration, Human Resources, Public Administration or any other relevant degree is the minimum qualification.
5 years’ relevant management experience at a senior level working at a Higher Education Institution; or at least 10 years’ administrative experience at a management level.
Proven managerial or supervisory experience in academic/student administration
Management of formal meetings.
Project management experience would be advantageous.
Computer Literacy (Ms Word, Ms Excel, MS PowerPoint, MS Outlook) ITS.
Understanding academic structures and academic coordination.
Understanding and knowledge of DHET policy framework.
Budgeting & Financial Management.
Experience in HR Management and processes.

OTHER REQUIREMENTS

SKILLS
Attention to detail.
People Management.
Report writing skills.
Ability to work independently.
Effective Communications Skills (Verbal and Written).
Computer Literacy.
Customer Focus.
Accountability.
Interpersonal Relationship.
Reliability.
Planning and Organisation.
Self-management.
Decision Making.
Excellent listening skills.

BEHAVIOURS
Self-Motivated.
Professionalism.
Customer / Service Focus.
Attention to Detail.
Reliability.
Accountability.