Assistant Director: Accommodation Administration (Post Level 7)

Job Title: Assistant Director: Accommodation Administration (post level 7) (Job ID: 5919)


Organizational Unit: University of the Free State -> Student Affairs -> Housing and Residence Affairs




Contract Type: Permanent


Occupational Level: Junior Management




Location: Bloemfontein Campus - Bloemfontein, FS ZA (Primary)


Closing Date: 13/10/2024




Description:


KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll. Applications submitted through any other platform will not be considered.
Duties and responsibilities:

Administration

Oversee all administrative and operational functions and procedures in the sub division.
Annual review of policy and additional regulations pertaining to the placement of prospective students and renewal of current students in all accommodation categories.
Implementation of the UFS policy pertaining to diversity within residences.
Manage and coordinate all procedures with regard to placements and cancellation of accommodation.
Manage and coordinate the offer process leading up to the arrival of first-time entering students.
Manage in conjunction with residence heads continuous occupancy records to ensure accurate reporting and occupancy statistics (including reporting to HESA via DIRAP).
Manage the communication process towards residence heads with regards to room occupancy records and calculation of first-year placement capacity.
Oversee room transfer process.
Manage accommodation arrangements applicable to international visiting academics, postdoctoral, PhD and Magister students.
Manage placement of Masters, PhD and Postdoctoral students as well as high-profile research visitors (i.e. Senior Research Professors and Extraordinary Professors) and family accommodation units. This includes after hour service delivery and support whether it may be of maintenance, access or any other nature.
Coordinate the annual process of temporary off-campus accommodation.
Manage and oversee the office and process with regards to accreditation off-campus accommodation in order to increase the number of accredited beds.
Through the Off-Campus Accommodation Office, ensure off-campus service providers comply with the norms and standards required for accreditation purposes.
Review annually the Off-Campus Accreditation Policy, Placement Policy and the Renewal Policy for on-campus accommodation.
Represent Housing and Residence Affairs (HRA) with the Director at the Registration Committee.
Secretariat of the Accommodation Bursary Committee, Residence Leadership Bursary and the Placement Advisory Committee.
Act as data set steward on all datasets within RMS/Mercury software.
Prepare reports on Accommodation Administration (quarterly, semester, and annual) for submission to the Senior Director.

Human Resources:

Manage the leave cycle in the sub-division.
Coordinate the effective functioning of Residence Assistants (RAs) at senior residences, including semester meetings and training.
Ensure effective mentorship with regards to the Intern within Accommodation Administration.
Promote an independent work environment wherein fellow staff members can express innovative thinking in the process of problem-solving.

Financial Management:

Oversee the preparation process of mass billing of all residential students annually during February in conjunction with the Assistant Director: Financial Manager HRA.
Oversee control with regard to payment of deposits, accommodation prepayment and payments for senior accommodation categories.

Training and development:

Identify continuous training opportunities for Accommodation Administration staff to utilize Mercury software optimally.
Continuous alignment of office procedures with Mercury functionality.
Training of student-assistants to assist HRA during the annual Registration Process.
Appointment and training of residence assistants within the senior residences' environment.

Inherent requirements:

Bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7.
Minimum of four (4) years relevant management experience in a higher education housing environment.
Valid driver's licence.

Recommendations:

B Com (Law) Degree on NQF Level 7.
Knowledge of Mercury System.
Knowledge of Property Law.
Knowledge of PeopleSoft System.
Knowledge of UFS Financial Policies.
Knowledge of HRA Policies.
Knowledge of DHET Norms and Standards.

Competencies:
Required competencies:

Results orientated: The ability to cope with a frequently changing environment and to adapt to evolving situations. The ability to be reliable, responsible, dependable and to fulfil obligations.
Strategic thinking: The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. The ability to carefully analyse information and use logic to address issues and problems at work.
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 good-natured attitude, and encourage people to work together.
Building coalitions: The ability to negotiate, sell, influence and to persuade others. The ability to interact with others and establish personal connections with people.

Please ensure that all relevant documentation is attached to your application. INCOMPLETE OR APPLICATIONS SENT VIA EMAIL WILL NOT BE CONSIDERED.

A detailed curriculum vitae and cover letter.
Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
A copy of your identity document (ID);
Proof of registration with a Professional Body (if applicable);
A copy of your driver's license (if applicable);
Confirmation of employment of your current employer / last employer (only applicable to external applicants).

Assumption of duties: As soon as possible.
Closing date: 13 October 2024.
Salary: The salary is available on request.
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 051 401 7659 or email ****** or ******. Additionally, kindly contact 051 401 9848/ 9813/ 9810/ 9814/ 2979 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 under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at: EEA13_EE Plan UFS 1 March 2022 (003).
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.



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