| Job Title: | DIRECTOR: EXECUTIVE SUPPORT: OFFICE OF THE PRINCIPAL AND VICE CHANCELLOR (P4) |
| Company: | UNIVERSITY OF SOUTH AFRICA |
| Job Reference: | D:OPVC/AM/2024 |
| Location: | Pretoria, ZA |
| Employment Type: | Full Time |
| Date Posted: | 2024-11-01 |
| Closing Date: | 2024-12-08 |
| Salary: | ZAR 147000 - 158000 per year |
DIRECTOR: EXECUTIVE SUPPORT: OFFICE OF THE PRINCIPAL AND VICE CHANCELLOR (P4) - Job Description
Purpose for this position.
The purpose of the position is to manage and provide high level administrative and
executive support services to assist the Executive Director in the Office of the Principal
and Vice- Chancellor in achieving operational and strategic objectives.
KEY PERFORMANCE AREAS (KPAs)
Key Performance Area 1: Administrative Support and Monitoring
• Providing secretariat support services to selected high-level
committees/workshops/ summits (e.g., Extended Management Makgotla,
Principal and Vice-Chancellor Summits, etc.)
• Ensuring open, professional, and cordial channels of communication between
the Office of the Principal and Vice-Chancellor and all relevant stakeholders
• Monitoring the institutional cooperation in response to requests relayed on
behalf of the Executive Director in the Office of the Principal and ViceChancellor.
• Ensuring that all tasks, challenges, and issues identified, by the Executive
Director in the Office of the Principal and Vice-Chancellor, are being dealt with
efficiently and effectively.
• Maintaining a proper record system of speeches, presentations and other
relevant documentation utilised by the Office of the Principal and ViceChancellor.
Key Performance Area 2: Executive Support
• Performing diverse executive support functions within the Office of the Principal
and Vice-Chancellor
• Enhancing the professional image of the Office of the Principal and ViceChancellor.
2
• Preparing notes/memos/letters commensurate with the standing of the Office of
the Principal and Vice-Chancellor, when required
• Providing advice to the Executive Director in the Office of the Principal and ViceChancellor on identified institutional concerns, perceptions, and trends.
• Anticipating Higher Education policy changes and developments and providing
policy advice to inform academic, research and operational outlook
• Advising and supporting the Executive Director in the Office of the Principal and
Vice-Chancellor in defining the vision, transforming the business model, and
reshaping the institution
• Advising and supporting the Executive Director in the Office of the Principal and
Vice-Chancellor in setting strategic tone and formulating long, medium, and
short-term strategic direction towards realizing the vision of the institution
• Assisting the Executive Director in the Office of the Principal and Vicechancellor in facilitating leadership alignment processes and reinforcing
integrated strategic thinking
• Preparing recommendations/inputs to the Executive Director in the Office of the
Principal and Vice-Chancellor regarding approval and/or amendments of plans
and reports and providing relevant support in tabling the reports to the relevant
structures
• Attending relevant conferences and workshops and presenting on various
topics
• Acting as key liaison between the Office of the Principal and Vice-Chancellor
and the University on troubleshooting matters
Key Performance Area 3: Research and Writing
• Conducting primary and secondary research on relevant topics within the
framework to effectively support the Executive Director in the Office of the
Principal and Vice-Chancellor
• Keeping abreast with local and international higher education trends, analysing,
and disseminating themes to top management via the Office of the Executive
Director in the Office of the Principal and Vice-Chancellor
• Analysing trends and new developments on matters relevant to Higher
Education
• Preparing well-researched content specific speeches for the Principal and Vice
-Chancellor on institutional matters which are to be presented at national,
international, and local forums (such as local and international conferences,
graduations, regional/college visits, gala dinners, professional bodies, Higher
Education Institutions, etc.)
committees/workshops/ summits (e.g., Extended Management Makgotla,
Principal and Vice-Chancellor Summits, etc.)
• Ensuring open, professional, and cordial channels of communication between
the Office of the Principal and Vice-Chancellor and all relevant stakeholders
• Monitoring the institutional cooperation in response to requests relayed on
behalf of the Executive Director in the Office of the Principal and ViceChancellor.
• Ensuring that all tasks, challenges, and issues identified, by the Executive
Director in the Office of the Principal and Vice-Chancellor, are being dealt with
efficiently and effectively.
• Maintaining a proper record system of speeches, presentations and other
relevant documentation utilised by the Office of the Principal and ViceChancellor.
Key Performance Area 2: Executive Support
• Performing diverse executive support functions within the Office of the Principal
and Vice-Chancellor
• Enhancing the professional image of the Office of the Principal and ViceChancellor.
2
• Preparing notes/memos/letters commensurate with the standing of the Office of
the Principal and Vice-Chancellor, when required
• Providing advice to the Executive Director in the Office of the Principal and ViceChancellor on identified institutional concerns, perceptions, and trends.
• Anticipating Higher Education policy changes and developments and providing
policy advice to inform academic, research and operational outlook
• Advising and supporting the Executive Director in the Office of the Principal and
Vice-Chancellor in defining the vision, transforming the business model, and
reshaping the institution
• Advising and supporting the Executive Director in the Office of the Principal and
Vice-Chancellor in setting strategic tone and formulating long, medium, and
short-term strategic direction towards realizing the vision of the institution
• Assisting the Executive Director in the Office of the Principal and Vicechancellor in facilitating leadership alignment processes and reinforcing
integrated strategic thinking
• Preparing recommendations/inputs to the Executive Director in the Office of the
Principal and Vice-Chancellor regarding approval and/or amendments of plans
and reports and providing relevant support in tabling the reports to the relevant
structures
• Attending relevant conferences and workshops and presenting on various
topics
• Acting as key liaison between the Office of the Principal and Vice-Chancellor
and the University on troubleshooting matters
Key Performance Area 3: Research and Writing
• Conducting primary and secondary research on relevant topics within the
framework to effectively support the Executive Director in the Office of the
Principal and Vice-Chancellor
• Keeping abreast with local and international higher education trends, analysing,
and disseminating themes to top management via the Office of the Executive
Director in the Office of the Principal and Vice-Chancellor
• Analysing trends and new developments on matters relevant to Higher
Education
• Preparing well-researched content specific speeches for the Principal and Vice
-Chancellor on institutional matters which are to be presented at national,
international, and local forums (such as local and international conferences,
graduations, regional/college visits, gala dinners, professional bodies, Higher
Education Institutions, etc.)
• Preparing well-researched content-specific speeches for the Chairperson of
Council on request
• Preparing speeches to be presented by the Executive Director in the Office of
the Principal and Vice-Chancellor, where required.
• Preparing submissions for the annual reports relating to matters that are
required from the Executive Director in the Office of the Principal and ViceChancellor and/or the Chairperson of Council
• Preparing relevant reports as may be required by the Executive Director in the
Office of the Principal and Vice- Chancellor
3
Key Performance Area 4: Governance and Reporting
• Monitoring and reporting on progress against operational initiatives
• Monitoring and reporting on legislative and statutory compliance where
applicable
• Promoting sound institutional governance and participating in Institutional
governance structures (Professional Citizenship)
• Compiling regular reports to Council, its committees and other relevant
structures if requested by the Executive Director in the Office of the Principal
and Vice- Chancellor
• Participating in the annual performance review
• Ensuring proper record keeping of all aspects within field of the responsibility
Key Performance Area 5: People Management
• Implement Talent Management throughout the unit:
▪ Talent identification and development
▪ Performance management
▪ Succession Planning
▪ Ensuring an CODeL competent workforce
• Leading, mentoring, and empowering employees and change within the
directorate to promote high performance, optimal working environment, and
cost-effective operations.
• Driving a high-performance culture by taking accountability for an effective and
well-articulated performance management process
• Ensuring the resourcing of the directorate through recruitment and the filling of
positions to meet the operational requirements of the institution.
• Promoting the positive employee relations and climate through employee
engagement within the unit
• Promoting and encouraging a healthy, balanced and thriving workforce
• Fostering an organisational culture and climate that is ethics- and value-driven.
Qualification
Minimum of Masters Degree and registration with relevant professional body
where applicable.
Experience
Minimum of 10 years of relevant work experience with at least 5 years in a
management role
Competencies
• Demonstrable track record in stakeholder engagement and responsiveness
• Extensive experience in the management of human and financial resources
4
• Demonstrable track record of working in a complex academic/executive
administrative environment
• Sound knowledge and understanding of legal, policy and regulatory frameworks
in HE
• Ability to lead and initiate innovative systems and processes
• Strong analytical and conceptual skills
• Ability to make decisions and work autonomously
• Ability to handle and manage confidential and sensitive information
0 Comments