Administrative Control Officer
Location: Pretoria, Gauteng University of Pretoria
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Purpose of the Role
The Senior Administrative Control Officer is a key position within the Division of Student Administration in the Faculty of Engineering, Built Environment and Information Technology (EBIT). The incumbent provides strategic, supervisory, and operational leadership to ensure that all student administration functions — from application and admission to graduation — are executed efficiently, accurately, and in accordance with institutional policies and academic regulations.
This role supports the Faculty’s mission of academic excellence and service delivery by maintaining the integrity of student data, optimising administrative workflows, and ensuring that students and staff experience responsive, professional support throughout the student life cycle. The position also acts as a liaison between the faculty, university central administration, and external stakeholders to ensure that all student-related processes align with the University of Pretoria’s standards of quality and compliance.
Key Responsibilities
1. Administrative Leadership and Planning
- Coordinate and oversee the operational planning, scheduling, and implementation of all student administration activities within the faculty.
- Develop and monitor an annual activity calendar for the section, ensuring alignment with the academic calendar and university deadlines.
- Allocate and supervise workloads for administrative staff, ensuring efficiency and equitable task distribution.
- Continuously review and enhance administrative systems, policies, and procedures to ensure consistency and compliance with institutional regulations.
2. Staff Supervision and Development
- Provide daily supervision and mentorship to administrative officers and clerical staff, fostering a culture of accountability and teamwork.
- Conduct performance reviews, identify training needs, and support professional growth to improve team capability.
- Lead staff orientation, cross-training, and knowledge-sharing initiatives to ensure continuity of service during high-volume periods such as registration and graduation.
3. Student Administration and Academic Processes
- Manage and monitor all processes related to undergraduate, postgraduate, and international student applications, admissions, registrations, and exclusions.
- Oversee the degree audit and graduation verification processes to maintain academic integrity and ensure compliance with Senate regulations.
- Ensure accuracy of student information on the university’s PeopleSoft system and implement internal quality-control measures to eliminate errors.
- Liaise with departmental coordinators and faculty committees to verify documentation and support decision-making on academic progression and qualification completion.
4. Quality Assurance and Compliance
- Enforce adherence to the University’s academic and administrative policies, national higher education regulations, and data protection standards.
- Maintain proper record-keeping, archiving, and document control procedures to safeguard student records.
- Conduct regular internal audits of administrative workflows, identify process gaps, and implement corrective actions.
- Coordinate and report on compliance metrics related to enrolment management, student data integrity, and administrative performance indicators.
5. Stakeholder and Client Relations
- Act as the primary point of contact for the faculty’s student administration matters, addressing queries from students, parents, academic staff, and external bodies.
- Represent the division at Faculty Board meetings, admission forums, and other institutional committees.
- Participate in open days, orientation sessions, and school outreach activities to promote the faculty’s academic offerings.
- Provide professional correspondence, reports, and presentations to senior management and stakeholders as required.
6. Operational Coordination and Communication
- Coordinate the preparation and dissemination of key student administration reports and statistics.
- Ensure effective communication between administrative staff, academic departments, and the central Student Administration Division.
- Maintain up-to-date knowledge of changes in university systems and national higher education legislation to ensure accurate application across all processes.
Minimum Requirements
- Educational Qualification: A relevant undergraduate qualification (NQF Level 7) in Administration, Management, or an equivalent field.
- Experience:
- At least six (6) years of experience in student administration or a related function within a tertiary education environment.
- Proven knowledge and hands-on experience across all student administration stages — from applications and admissions to registration, degree audits, and graduation.
- At least two (2) years of supervisory or team-lead experience in a university or similar administrative context.
Required Competencies and Attributes
- Professional Communication: Excellent verbal and written communication skills; ability to draft correspondence, reports, and procedural documents clearly and accurately.
- Technical Proficiency: Computer literacy with sound knowledge of PeopleSoft, Microsoft Office Suite, and database management tools.
- Analytical and Problem-Solving Skills: Ability to evaluate complex information, identify errors or inconsistencies, and implement solutions effectively.
- Interpersonal and Leadership Skills: Ability to guide, motivate, and resolve conflicts within a diverse administrative team.
- Attention to Detail and Confidentiality: Demonstrated commitment to accuracy, discretion, and data protection.
- Time and Pressure Management: Capacity to perform effectively under pressure and manage competing deadlines in a fast-paced academic environment.
Preferred Qualifications and Experience
- A relevant Honours Degree or postgraduate qualification.
- A recognised Supervisory or Management Certificate.
- Demonstrated experience in process improvement, data analysis, and workflow automation within higher education administration.
Remuneration and Benefits
- The annual remuneration package will be commensurate with experience and in accordance with the University of Pretoria’s policy.
- The University contributes 50% towards Bestmed or Umvuzo medical aid premiums.
- Additional employment benefits include access to institutional pension schemes, staff development opportunities, and generous leave provisions.
Application Process
Applications must be submitted online via the University of Pretoria Careers Portal at www.up.ac.za (Careers@UP).
Required documents:
- A comprehensive and updated CV;
- Certified copies of all academic qualifications;
- Names, email addresses, and telephone details of at least three contactable referees.
Enquiries:
- Application process: Ms. Dorothy Tau – Tel: (012) 420 2723 | ✉️ dorothy.tau@up.ac.za
- Post content: Ms. Estelle Greyling – Tel: (012) 420 8400 | ✉️ estelle.greyling@up.ac.za
If no communication is received by 31 December 2025, please consider your application unsuccessful.
Employment Equity Commitment
The University of Pretoria is an equal opportunity employer committed to diversity, equity, and inclusion. In accordance with the University’s Employment Equity Plan, preference may be given to candidates from designated groups. The University reserves the right not to fill this post.
By applying, candidates consent to all standard background checks, including verification of qualifications, employment history, credit standing, and criminal records.
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