Faculty Officer III (P8) (Faculty of Health Sciences: Dean's Office)

Job Description

• The Faculty of Health Sciences is recruiting a Faculty Officer III who will be responsible according to the needs of the Faculty a range of tasks associated with the academic life cycle of Undergraduate and Postgraduate students in relation to marketing, enrolment, applications, registrations, assessment, graduation and alumni support.

Responsibilities

• Serve as primary point of contact for prospective and admitted students, advising on registration, payments, key dates, and programme requirements.
• Manage end-to-end registration and enrolment processes, including setup sign-off for registration configurations, academic structures, module fees, and ITS qualification information aligned to CHE approvals.
• Monitor and report on undergraduate and postgraduate enrolment and graduate output targets, coordinating intake planning with the Head of Faculty Administration HFA.
• Oversee examination administration: processing and releasing marks and global result codes.
• Administer minor-dissertation assessments: dispatch assessments within five working days of receipt, collate assessor feedback for moderation, and follow up on delays.
• Act as custodian of student academic records and data quality: capture exemptions and prior learning, correct error reports, confirm STAT credits, and prevent HEMIS fatal data errors.
• Provide committee administration support for Faculty Committee meetings, including agenda preparation, document circulation, minute-taking, and dissemination of decisions.
• Support faculty marketing and communications: verify qualification information in brochures, load ICOMMS letters, and assist with other marketing tasks as required by the HFA.
• Ensure accuracy of module names/codes and associated fees before intakes and verify P7/P8 block mark captures after each intake.
• Assist the Head of Faculty Administration HFA with risk management related to the operational academic administration activities.
• Ensure efficiency and effectiveness of faculty administration.

Minimum requirements

• A Bachelor's degree NQF 7 or equivalent qualification.
• Excellent time management skills, ability to multi-task and work in a high-pressured environment.
• A minimum of two 2 to three 3 years' experience of academic administration for undergraduate and postgraduate student life cycles in relation to marketing, enrolment, applications, registrations, assessment, graduation and alumni support in a higher education environment.
• A minimum of two 2 to three 3 years' experience in managing/co-ordinating a wide range of administrative and executive support-related tasks in a higher education environment.
• Extensive experience at least 5 years with Integrated Tertiary software ITS, HEDA, Perceptive Content, Application Ranking System ARS and MS Access.
• Extensive experience at least 3 years with academic structure management.
• Extensive experience at least 3 years with assessment management and monitoring.
• Extensive experience at least 3 years with enrolment management.
• Extensive experience at least 3 years with managing committee administration.
• Extensive experience at least 3 years with managing and coordinating graduation ceremonies.
• Knowledge of and experience at least 2 years with marketing and process systems management.
• Advanced computer literacy in Windows, MS Office MS Word and Excel.

Recommendations

• Knowledge of and experience with bursary finance budgets and bursary allocations.
• Knowledge of Faculty Higher Degrees Processes and associated committee administration.
• Knowledge and experience in managing the student life cycle of carousel model online qualifications.
• Knowledge of and experience managing timetable-related procedures within a higher education environment.
• Extensive knowledge of UJ academic regulations, policies and business processes.

Competencies and Behavioural Attributes

• Excellent time management skills, ability to multi-task and work in a high-pressured environment.
• Ability to work independently, exercise judgement, and maintain confidentiality.
• Proven track record of working on projects, from conception to successful completion.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Ability to coordinate and facilitate committee meetings.
• Excellent communication skills written and verbal with a high level of proficiency in English and one other official South African language.
• Social perceptiveness and the ability to handle conflict situations diplomatically.
• Ability to work under pressure in a multi-campus environment.
• A proven track record of organizational skills and precision to detail in relation to academic administration in a higher education environment.
• Competency to facilitate an ethos of care and preferred student experience in a higher education environment.
• Versatile team player who will excel within a higher education environment.
• A proven track record of managing a team of academic administrators.
• A proven track record of organizational skills and precision to detail in relation to academic administration in a higher education institution.
• Ability to work under pressure in a multi-campus environment.
• Excellent problem-solving and interpersonal skills.

Deadline:7th August,2026