Senior Officer : Research Outputs Coordinator (Post Level 9)

University of the Free State; Bloemfontein; On-site; ZAR 300,000 - 450,000; Full time

Job summary

The University of the Free State is seeking a Senior Officer: Research Outputs Coordinator to manage research outputs and provide administrative support. This role involves coordinating between various stakeholders, ensuring compliance with regulations, and providing training. Candidates should possess a relevant degree and have experience in research administration.

Qualifications

• Bachelor’s degree or advanced diploma required.
• Minimum of two years relevant working experience.
• Proven experience with Scival, RIMS, and ROSS.

Responsibilities

• Process and monitor research outputs.
• Provide training to capturers.
• Handle communication between authors and DHET.

Skills

Research Administration

Communication

Data Management

Education

Bachelor’s degree or advanced diploma

Tools

Scival

RIMS

ROSS

Job description

Job title : Senior Officer : Research Outputs Coordinator (Post Level 9)

Job Location : Free State, Bloemfontein Deadline : June 23, 2025 Quick Recommended Links

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Duties and responsibilities :

Research Administration

• Process, compile and monitor research outputs.
• Send all research-related documents to Deans, faculties, and staff members.
• Compile training documents and manuals for all capturers.
• Provide training to capturers.
• Update and prepare all e-forms and backend of the research module on the Research Information Management System (RIMS).
• Review all outputs on RIMS.
• Capture outputs in certain cases.
• Circulate all outputs electronically to sub-committees for internal reviewing.
• Communication between authors, capturers, and the Department of Higher Education and Training (DHET).
• Obtain all supporting documentation to be uploaded to RIMS in support of outputs.
• Prepare all documents ready for when our journals are audited.
• Handle all the enquiries during the audit process.
• Run reports and provide reports to numerous different individuals and entities regularly.
• Provide numerous research-related statistics to top management, deans, and heads of departments.
• Handle all data matters relating to outputs for internal and external purposes.

General Administration

• Handle all general queries and enquiries pertaining to research and output matters.
• Update all relevant research documentation as needed.
• Compile letters for staff to confirm outputs.
• Compile Research Awards payment summaries after submission to DHET.
• Distribute this summary report to faculties.
• After feedback, compile a journal transfer letter to the finance department.
• Capture Ad hoc claims on the system.
• Handle all queries in this regard.
• Summarise all payments for each output year.

Meeting Administration

• Handle the agenda and minutes of the UFS Journal editors' meeting.
• Handle most of the administration of this meeting.
• Distribute relevant information to the committee members.
• Responsible for the yearly payments of the honorarium to all editors and co-editors.
• Handle most of the journal-related enquiries.
• Schedule meetings between 2 and 4 times a year.

Coordination

• Serve as the contact between DHET and other research entities and the UFS, pertaining to research output matters.
• Communicate all relevant information to all relevant parties at the UFS.
• Distribute all reports and relevant information to all parties involved (mostly UFS).
• Liaise with DHET and other research entities on behalf of UFS staff concerning research-related matters.
• Work closely with the external auditors for research outputs submission and provide training if required.

Inherent requirements :

• A bachelor’s degree or an advanced diploma / BTech degree / postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6.
• Minimum of two (2) years relevant working experience relating to the duties and responsibilities.
• Proven experience on the following systems, Scival, RIMS and ROSS.

Recommendations :

• Knowledge of a university environment, policies, procedures and relevant systems.