Faculty Officer at Stellenbosch University

Full job description


  • Assisting with collating postgraduate programme information required to place in recruitment material;
  • Collating postgraduate information for updating the online application form;
  • Assisting with the updating of undergraduate and postgraduate programme information and data on the student information system and other platforms;
  • Providing postgraduate admission information to relevant stakeholders;
  • Assisting with updating information relating to postgraduate selection criteria;
  • Handling postgraduate application enquiries and referring to the relevant academic and/or support environments as appropriate;
  • Processing postgraduate selection decisions, generating and issuing postgraduate application outcome letters to applicants;
  • Assisting with updating registration information and programme data with approved information;
  • Preparing, storing and updating programme and module brochures;
  • Providing feedback on the registration process and related issues;
  • Registering undergraduate and postgraduate students, and performing other duties as required during the registration period;
  • Processing module credit transfer and exemption applications and outcomes;
  • Loading administrative, Senate, Faculty, or programme resolutions as identified on the student information system against the student’s record;
  • Capturing marks and marking changes as required;
  • Auditing academic records for correctness after registration and at appropriate intervals to ensure that module and programme registrations have been captured accurately (progression


  • Processing approved academic record corrections to support the management of the integrity of academic records;
  • Identifying cum laude student cases before graduation ceremonies;
  • Preparing readmission application documents for submission to the Readmission Appeals Committee, and issuing correspondence after meetings;
  • Preparing postgraduate theses examination documentation and submitting it to external examiners;
  • Payment of postgraduate external examiners;
  • Assisting with the preparation of the graduation list and presentation cards;
  • Service provision before and during graduation and pledge ceremonies;
  • Providing support with the updating of the FMHS yearbook, SU and FMHS websites, selection guidelines, and other FMHS internally and externally published information as required from

time to time;

  • Handling walk-in, email, telephone and enquiries via other platforms as operationally required;
  • Liaising with administrative, support and academic environments within the SU as operationally required;
  • Undertaking special projects and ad hoc duties as assigned by line managers;

Job Requirements/Pos Vereistes

  • A relevant Bachelor’s degree or equivalent NQF level-7 qualification;
  • Three years’ relevant work experience in high-level administration, preferably in a higher education institution, or a position requiring a similar skill set;
  • Proven computer literacy in MS Office (Word, Excel, PowerPoint and Outlook) and web applications;
  • Evidence of strong interpersonal and communication skills in at least English;
  • Proven ability to effectively function within a multi-lingual and multi-cultural environment;
  • Evidence of excellent interpersonal relationships with students and/or colleagues, and/or other stakeholders;
  • Customer service orientation with a high level of diplomacy, emotional intelligence and personal integrity;
  • Excellent organisational, planning and multi-tasking skills;
  • Proven ability to function accurately and effectively under pressure;
  • Problem-solving aptitude and critical thinking ability;
  • Meticulous attention to detail and accuracy;
  • Proven ability to maintain a high degree of confidentiality;
  • Proven ability to work independently
  • Proven ability to work as part of a team;
  • Willingness to work irregular hours at times.


  • Relevant experience in a higher education environment;
  • Excellent written and verbal communication skills in Afrikaans and/or another official South African language other than English.

Location: Stellenbosch, Western Cape

Closing Date: 24-Jun-2024


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