Postgraduate Manager - Stellenbosch, South Africa - Stellenbosch University

Stellenbosch University
Stellenbosch University
Verified Company
Stellenbosch, South Africa

2 weeks ago

Thabo Mthembu

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Thabo Mthembu

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Description
Duties/Pligte


1.
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Management and administration of the PhD programmes of the Faculty of Economic and Management Sciences
This responsibility forms the core of the position. The duties listed in this paragraph is applicable to all PhD students of the Faculty.

Duties can be divided into the following:

a)
***- Developing, negotiating, presenting and monitoring new internal policies of Stellenbosch University (SU) and the Faculty to ensure better PhD and master's student practices;

  • Being under direct pressure to manage tight timelines of research outputs and PhD and master's student lifecycles;
  • Responding to enquiries from prospective PhD students;
  • Responsible for the compilation of information to prospective and registered students via webpages, brochures, and general communication channels;
  • Ensuring the seamless completion of the admissions and registration process in collaboration with the various academic departments, Stellenbosch University International and the Centre for Student Administration.

b)
***- Communicating and managing the expectations attached to the conditional acceptance status and doctoral preparatory registration year;

  • Monitoring the approval of PhD proposals by the Faculty Board;
  • Assisting with the identification of training needs from the students' progress reports.

c)
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Administration of the PhD examination process

  • Responsible for the administration of the examination process of doctoral dissertations, as well as the subsequent oral examination, which includes:
  • Handling enquiries about the doctoral examination proses;
  • Ensuring that supervisors and students are kept informed regarding the relevant submission dates;
  • Receiving and processing the nomination of doctoral examiners forms;
  • Preparing the nomination form and the CV's of examiners for further processing and approval by the Vice-Dean: Research and sending the completed form to the Faculty secretary for inclusion on the agenda of the Faculty Board for approval;
  • Sending the final dissertations with the required documentation to examiners;
  • Receiving and processing the examiners' reports and sending the reports to the Vice-Dean: Research for preparing the quality control report;
  • Sending the quality control report, as well as the processed anonymous examiners' reports to supervisors for further handling;
  • Making the required travel and accommodation arrangements for external examiners and confirming the final arrangements;
  • Arranging the compensation of examiners with the responsible people;
  • Receiving the improved dissertations (if required) for further examination;
  • Sending the recommendation of the oral examination panel, and the respective examiners' reports to the Faculty secretary for inclusion in the agenda of the Faculty Board for final approval;
  • Payments and arrangements of flights and accommodation.

2.
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General office duties and financial administration (refers to PhD students of the Faculty and PhD students whose scholarship funding are administered by the Graduate School)

Secretarial duties:


  • Providing administrative support to the Manager of the Graduate School and the Vice-Dean: Research;
  • Arranging meetings and appointments for ad hoc duties;
  • Compiling and distributing agendas, as well as fulfilling a secretarial role in taking minutes at the Graduate School Governing Board, the Faculty's Research Committee, the EMS Internationalisation Working Group and the EMS Postgraduate Studies Working Group;
  • Handling administrative and followup duties that emanate from the minutes of the abovementioned meetings.

Financial and operational duties:


  • Managing the budget and scholarship allocations of fulltime PhDs on the postgraduate bursary management system;
  • Managing the Graduate School's asset register;
  • Ensuring that payments to, for example, supervisors and examiners are facilitated in collaboration with the Registrar's Office;
  • Managing the budget allocated to the Graduate School's staff support (StEM) project;
  • Providing administrative support to the Graduate School's formal programme and social events:
  • Booking rooms for workshops and the Graduate School's weekly seminar series;
  • Arranging functions, venues and refreshments for the Graduate School's research days, conferences, and social events;
  • Handling travel arrangements for visiting international partners;
  • Handling all financial transactions within the Graduate School Office;
  • Liaising with internal stakeholders to identify the Graduate School's webpage requirements and ensuring the maintenance of the website.

Student administration:


  • Using and updating the SUNStudent platform with the relevant student documentation, including signed MoUs and progress reports;
  • Responsible for the annual updating of PhD student data for subsidy purposes;
  • Keeping supervisors and departmental chairs informed of registered students and of their responsibilities regarding
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