Chief Departmental Officer

Stellenbosch University; Stellenbosch; On-site; ZAR 700,000 - 900,000; Full time

Job summary

Stellenbosch University is seeking a Chief Departmental Officer (Post Level 9) at the Stellenbosch Campus to coordinate the administrative, logistical and operational aspects of the PGCE programme’s practical and work-integrated learning components.

The role involves supporting microteaching, school-based practicum, and related activities, while maintaining records, coordinating with external partners, and ensuring policy compliance and effective communication across stakeholders.

Qualifications

• Honour's degree in education, higher education, educational management, social sciences, administration, management, or a related field.
• At least three years' relevant professional experience.
• Experience coordinating practical learning and work-integrated learning.
• Experience with external organisations or educational partners.
• Strong Microsoft Excel skills to manage, analyse and report data.
• Excellent written and verbal communication skills.
• Highly organised, proactive and solutions-oriented professional.

Responsibilities

• Coordinate administration and logistics of the practical and work-integrated learning components such as microteaching and school-based practicum.
• Maintain accurate records of student placements, attendance and documentation.
• Support academic staff with implementation of practical learning activities.
• Coordinate communication with external partners including schools and education departments.
• Develop administrative systems, schedules and tracking mechanisms for practical learning.
• Monitor and evaluate program delivery, and assist with impact measurement.

Skills

Excel data analysis

Written and verbal communication

Organised and proactive

Stakeholder management

Education

Honour's degree in education or related field

Tools

Microsoft Excel

Job description

Department Description/Departement Beskrywing

Faculty of Education

Department of Curriculum Studies

Chief Departmental Officer (Post Level 9)

(Stellenbosch Campus)

Ref. OPV01/330/1026

Duties/Pligte

The Chief Departmental Officer is responsible for the effective administrative, logistical and operational coordination of the practical and work-integrated learning components of the Postgraduate Certificate in Education (PGCE) programme. The incumbent will coordinate and support the successful delivery of microteaching, school-based practicum and related practical learning experiences, ensuring that students, academic staff and external partners have the necessary information, resources and logistical support to enable effective implementation.

The Chief Departmental Officer will also provide administrative support to relevant social impact initiatives within the programme and facilitate communication and coordination with external stakeholders, including schools, provincial education departments, civil society organisations and other work-integrated learning partners.

Working closely with academic staff, the incumbent will contribute to the effective delivery, monitoring, evaluation and impact measurement of practical and work-integrated learning activities.

Key Responsibilities

• Practical and work-integrated learning coordination:
• Coordinating the administration and logistics of the practical and work-integrated learning components such as microteaching and school-based practicum placements.
• Maintaining accurate and up-to-date records of student placements, practicum participation, attendance, completion and relevant assessment and administrative documentation.
• Supporting academic staff with the effective implementation of practical and work-integrated learning activities.
• Identifying, resolving and pre-empting administrative challenges that may affect the successful delivery of practical learning activities.
• Developing and maintaining appropriate administrative systems, processes, schedules and tracking mechanisms for practical and work-integrated learning.
• Ensuring that relevant institutional policies, procedures and requirements, relating to student placements and work-integrated learning, are followed.
• External stakeholder and partnership coordination:
• Serving as an administrative coordination point between the programme and external work-integrated learning partners.
• Coordinating communication with schools, school leadership, teachers, provincial education departments, civil society organisations and other relevant partners.
• Establishing and maintaining effective working relationships with external partners to facilitate student placements and practical learning opportunities.
• Coordinating the distribution and collection of relevant documentation, information and correspondence relating to practicum and work-integrated learning.
• Maintaining accurate records of external partners and placement sites.
• Supporting the development and maintenance of partnerships that contribute to meaningful and high-quality practical learning experiences for students.
• Student administration and support:
• Providing students with timely and accurate information through orientation regarding microteaching, practicum placements, schedules, requirements and processes.
• Responding to student queries relating to practical and work-integrated learning and escalating academic matters to the appropriate academic staff member.
• Monitoring student compliance with required practicum documentation and administrative processes.
• Maintaining confidential and accurate student records in accordance with institutional requirements.
• Supporting the identification and resolution of administrative issues affecting students' participation in practical learning experiences.
• Social impact initiatives:
• Providing administrative and logistical support for relevant social impact initiatives within the programme.
• Supporting academic staff in monitoring participation, outputs and outcomes associated with social impact activities.
• Assisting with the collection and organisation of information required for reporting and impact measurement.
• Programme delivery, monitoring and evaluation:
• Working closely with academic staff to support the successful planning and delivery of practical and work-integrated learning components.
• Assisting with the development and implementation of systems for monitoring student participation and programme activities.
• Supporting the collection, organisation and analysis of data relating to practical and work-integrated learning.
• Contributing to the evaluation of the effectiveness and quality of microteaching and school-based practicum activities.
• Supporting the collection of feedback from students, academic staff, schools and other external partners.
• Preparing administrative reports, summaries, dashboards and other documentation as required.
• Data management and reporting:
• Developing and maintaining accurate Excel-based and/or institutional tracking systems for practical and work-integrated learning activities.
• Ensuring data accuracy, integrity and appropriate record keeping.
• Supporting the preparation of information for institutional reporting, programme reviews, quality assurance and impact measurement.

Job Requirements/Pos Vereistes

Essential

• Honour's degree in education, higher education, educational management, social sciences, administration, management, or a related field.
• At least three years' relevant professional experience.
• Previous experience of working within a higher education institution and/or in a role involving the coordination of practical learning, work-integrated learning, student placements, programme administration, or a similar function.
• Demonstrated experience in administrative and logistical coordination.
• Experience of working with multiple stakeholders, preferably including external organisations or educational partners.
• Demonstrated experience in financial administration and budget monitoring.
• Strong Microsoft Excel skills, including the ability to manage, analyse and report on data.
• Excellent written and verbal communication skills.
• Highly organised, proactive and solutions-oriented professional with the ability to operate effectively in a complex higher education environment.

The Candidate Will Demonstrate

• Professionalism and integrity.
• Initiative and a proactive approach to problem-solving.
• Reliability and accountability.
• Flexibility and adaptability.
• Strong attention to detail.
• A collaborative and collegial approach.
• Confidence in engaging with diverse stakeholders.
• Resilience and the ability to remain effective under pressure.
• A commitment to student success and quality teaching and learning.
• An interest in education, teacher development and social impact.

Recommendation/Aanbeveling

• Master's degree in education, higher education, educational management, social sciences, administration, management, or a related field.
• Experience in teacher education, PGCE programmes or initial teacher education.
• Experience with coordinating school-based practicum or student placements.
• Experience in working with schools, provincial education departments, or education-focused civil society organisations.
• Experience in programme monitoring, evaluation and impact measurement.
• Experience in supporting social impact or community engagement initiatives.

Employment Equity Statement

The University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan. Only South African citizens from the designated groups will be considered for appointment.

Stellenbosch University reserves the right not to make an appointment.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.