Officer : Research Coordinator (post level 11) : Office of the Dean (Job ID : 6149)

UFS; Bloemfontein; On-site; ZAR 447,000 - 563,000; Full time

Job summary

A renowned educational institution in Bloemfontein seeks a candidate for the Postgraduate Academic Administration role. The ideal applicant will manage various administrative functions, assist postgraduate students, and ensure compliance with university policies. This position requires a bachelor's degree and a minimum of two years' experience in higher education administration. Candidates should demonstrate strong strategic thinking and customer service skills, with proficiency in Microsoft Office applications.

Benefits

Pension scheme

Medical aid scheme

Housing allowance

Qualifications

• Minimum two years of relevant working experience in the Higher Education Sector.
• Knowledge of the administrative financial processes of the University.
• Understanding of staff management and relevant legislation.

Responsibilities

• Manage administration of research functionalities for postgraduate students.
• Coordinate postgraduate orientation sessions and thesis submissions.
• Ensure compliance with UFS postgraduate policies.

Skills

Results oriented

Strategic thinking

Proficient in using MS Office

Customer service

Office management experience

Education

Bachelor's degree or advanced diploma / BTech degree / postgraduate certificate (NQF Level 7)

Tools

PeopleSoft

Research Information Management System (RIMS)

Job description

Description

Duties and responsibilities :

Postgraduate Academic Administration

Manage the administration of research functionalities in the faculty.

Take on a team leader role during postgraduate registration and application cycles.

Advise prospective and current postgraduate students regarding admissions academic rules and progression requirements.

Perform quality assurance on postgraduate records and ensure adherence to UFS and faculty policies.

Track student progression and implement early warning or support interventions where necessary.

Facilitate the appointment and communication with internal and external examiners and accurate record keeping of communication trail.

Facilitate communication and feedback between examiners supervisors and postgraduate students and the Academic Head of Department (ADH) provide detailed and timely feedback of all interactions and keep a detailed electronic record.

Plan organise and coordinate postgraduate orientation sessions.

Coordinate postgraduate appeals orientation sessions and thesis submissions.

Monitor and action thesis submissions deadlines and ensure timely processing of results.

Adhere to the UFS postgraduate policies and procedures.

Research Coordination and Administration

Input and oversee faculty research data on the Research Information Management System (RIMS).

Process and manage the notice of submissions (NOITS) process and facilitate communication with all relevant stakeholders keep an accurate audit trail with the Centre for Graduate Support and check each submission document according to the checklist. Update on internal database.

Manage postgraduate research title registrations and approvals including verification and Graduate Research Management (GRM) capturing.

Capture title registrations on PeopleSoft and report to Faculty Manager.

Generate reports on postgraduate research output completion rates and trends and provide weekly update reports.

Assist in researchrelated audits and compliance checks.

Responsible for faculty administration for ethical clearance reviews.

Responsible for the coordination of Faculty Research days.

Plan organise and coordinate researchrelated events e.g. 3MT research conferences research workshops training sessions etc.

Update and manage the centralised faculty postgraduate data lists and provide weekly reports to ADH.

Assist staff and students with enquiries regarding postgraduate Studies.

Coordinate Research leave and sabbatical support.

Postgraduate Examination and Graduation

Responsible for masters and PhD submissions for the entire NAS faculty.

Liaise with supervisors regarding the examination process verify credentials of supervisors and examiners before capturing on GRM.

Liaise with CGS to ensure that all submitted masters and PhDs have been examined and keep internal audit trail.

Followup on outstanding examination reports on behalf of academic departments.

Coordinate and conduct quality control of all final postgraduate submissions for examination.

Coordinate the postexamination process (handle final corrections and compile reports).

Responsible for the arbitration process.

Handle all library correspondence and Electronic Thesis and Dissertation (ETD) embargo applications.

Verify masters and PhD graduation data for the graduation programme including submission of validation and recommendation documentation.

Assist during graduation ceremonies.

Handle enquiries related to postgraduate graduations e.g. appraisals.

Quality control of postgraduate lists via the Higher Degrees Committee.

Stakeholder engagement and Student Support

Provide administrative guidance to postgraduate students on researchrelated queries.

Assist students with submission requirements and regulatory compliance.

Act as a link between departments and the Directorate for Research Development (DRD) and the library.

Respond to student / staff / visitor queries.

Advise students and refer them to relevant others if necessary.

Liaise with the International office and manage the internationalisation process in the faculty.

Manage the engaged scholarship in the faculty.

Committee Administration

Ensure efficient servicing of committees :

o Research and Higher Degree Committee

o Ethics Committee.

Consult with the chairpersons of the committees regarding minutes and other logistics.

Do the necessary followup after the meeting to ensure that there is continuity and progress.

Observer at the Faculty Examination Board.

Stakeholder Liaison and Collaboration :

Collaborate with faculty leadership postgraduate committees CGS and other UFS research offices.

Liaise with funding bodies and external research partners.

Facilitate postgraduate student networking and research opportunities.

Process Innovation and system management :

Identify and implement best practices to streamline the postgraduate research processes.

Enhance digital systems for efficient tracking and management of research outputs.

Manage the online postgraduate submission platform

Financial Administration

Adhere to the UFSs financial policies and procedures.

Administer financial requests such as obtaining quotations processing and issuing of purchase orders.

Distribute funding opportunities (e.g. grants bursaries etc.).

Administer staff financial aid requests (e.g. conferences overseas workshops etc.).

Coordinate the administration of postgraduate faculty and internal bursaries including the distribution of bursary invitations compilation and processing of applications communication with the Finance Department preparation of award letters to students and support with refundrelated enquiries.

Process journal and page fees.

Process prize money.

Process payment of external examiners.

Keep an accurate record of all internal stock orders and process via the UFS store ordering system on PS Financials.

Human Resource coordination

Appoint external examiners and arbitrators capture online and manage the online platform.

Adhere to UFSs human resource policies and procedures.

Inherent Job Requirements :

Bachelors degree or an advanced diploma / BTech degree / postgraduate certificate on NQF Level 7.

A minimum of two (2) years of relevant working experience in the Higher Education Sector.

Recommendations :

Knowledge of the administrative financial and management systems processes policies and procedures of the University.

Knowledge of the Facultys curricula and UFS General Rules.

A thorough understanding of staff management and leadership.

A sound knowledge of Acts that impact the Higher Education Sector.

Requirements

Key Competencies : Results oriented.

The ability to cope with a frequently changing environment and to adapt to evolving situations.

Strategic thinking.

The ability to deal with several activities at a time.

The ability to be creative and openminded when addressing work issues.

Business Acumen :

The ability to adhere to rules and strictly follow work regulations.

Proficient in using MS Office.

Leading.

The ability to maintain high levels of personal motivation energy and enthusiasm.

The ability to be cooperative with others display a goodnatured attitude and encourage people to work together.

Building coalitions

The ability to be selfassured and at ease with people in all types of social situations.

The ability to interact with others and establish personal connections with people.

Required Documents

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete you must submit ALL documents listed under the inherent requirements as well as the following standard documentation :

A detailed Curriculum Vitae.

Copies of your qualifications or official proof of qualifications obtained (If you hold foreign qualifications please include SAQA accreditation).

A copy of your identity document (South African ID or passport for foreign nationals).

Confirmation of employment in the form of a letter appointment contract service certificate or recent payslip from your current or most recent employer (applicable to external applicants only).

Assumption of duties :

As soon as possible.

Closing date : 30 May 2025

Salary :

The annual remuneration package including benefits is R447 323.31 R562 750.48 per annum depending on the budget available for the position relevant work experience and qualifications.

Fringe benefits :

Subject to specific conditions) : pension scheme medical aid scheme group life insurance housing allowance leave and sick leave service bonus and study benefits.

Enquiries :

For enquiries please feel free to contact or email . Additionally kindly contact / 2979 / 9814 for assistance.

General :

The UFS is a designated employer and is committed to the pursuit of excellence diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the underrepresented designated groups including candidates with disabilities. Our Employment Equity Policy is available at : EEA13EE Plan UFS 1 March 2022 (003).pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications you may assume that your application was unsuccessful

Required Experience :

Key Skills

Office Manager Experience,Microsoft Office,Customer Service,Computer Skills,Microsoft Outlook,Microsoft Word,QuickBooks,Medical office experience,Office Experience,Front Desk,Microsoft Excel,Administrative Experience

Employment Type : Full-Time

Experience : years

Vacancy : 1