HEMIS Officer (P6) (Registrar: Central Academic Administration Division: HEMIS Department)

Job Description

• The HEMIS Higher Education Management Information Office is a service and support office within Central Academic Administration, under the Registrar's portfolio. The purpose of the position is to ensure effective and efficient coordination across all departments to maintain a high level of data quality and to manage the HEMIS data submissions to DHET for subsidy purposes. The position has one staff member reporting to it. UJ is looking to appoint a HEMIS Officer in the Department to lead and manage the abovementioned business processes.

Responsibilities

• Oversee all tasks related to the planning and coordination of the HEMIS data audits for the University.
• Prepare HEMIS data submissions and conduct comprehensive validation checks prior to submission to DHET.
• Identify, analyse and investigate HEMIS validation errors, exceptions, anomalies and inconsistencies.
• Distribute identified data errors to the relevant data custodians and coordinate the corrections to ensure that errors are resolved within prescribed timelines.
• Maintain appropriate documentation and audit trails supporting data corrections, validations and submissions.
• Conduct validation checks before, during and after HEMIS submissions to identify data anomalies and potential reporting risks.
• Monitor reporting requirements and maintain an updated HEMIS reporting calendar to ensure that all submissions are completed within prescribed timelines.
• Coordinate and provide administrative and technical support during HEMIS audit processes.
• Monitor audit findings and assist in implementing corrective actions arising from HEMIS audits and data quality reviews.
• Identify opportunities to improve HEMIS reporting processes, controls and system functionality.
• Managing the budget and expenditure in the department.
• Managing all human capital management administration for the department.
• Oversee the general office administration and operations.
• Ongoing and timely handling of risks related to all the HEMIS data submissions.

Minimum requirements

• An Honours' degree NQF 8 in Information Management, Public Management and Governance, or a related field.
• At least five 5 years of experience related to the planning and coordination of the HEMIS data audits at universities.
• Good knowledge of and more than two 2 years' experience in the use of the Valpac software.
• A fundamental knowledge of the applicable higher education legislation, funding principles and the HEMIS requirements.
• Competence in data processing and the compilation of reports.
• Extensive knowledge of UJ practices, policies, and procedures relating to academic administration.

Recommendations

• A Master's degree NQF 9 in Information Management, Public Management and Governance, or a related field.
• Seven 7 years' experience in HEMIS data submissions.
• Risk management experience.
• Sound knowledge of the entire student life cycle process.
• Extensive knowledge of the AdaptIT student administration system.

Competencies and Behavioural Attributes

• Good problem-solving via logical, analytical thinking.
• The ability to consistently work accurately under pressure- with excellent attention to detail.
• Good numerical skills.
• Very good verbal and written communication skills.
• Very good planning and organising skills, including time management.
• Good administrative skills.

Deadline:25th September,2026