Manager: Career Services - Department of Enrolment and Student Administration at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The successful candidate’s responsibilities will include, but are not limited to:

Strategic and operational management of Career Services:

• Develop, refine, and implement strategic plans for career services aligned with the organisation's goals and objectives;
• Develop, communicate, and support the vision for employability programmes in cooperation with other management team members, aligning with UP’s and DESA's strategic plans;
• Provide reports/statistics monthly as required;
• Conduct regular assessments of industry trends, employment markets, and career development best practices to inform strategic decision-making;
• Develop plans to implement unique projects and normal operations (activities, responsible persons, deadlines, and resource requirements) to reach objectives;
• Design and oversee the implementation of comprehensive career development programs, workshops, and events tailored to the needs of diverse student or employee populations;
• Create and maintain resources such as career guides, job search tools, and online platforms to support career exploration, resume writing, interview preparation, and networking;
• Foster partnerships with employers, alumni’s, industry professionals, and other external stakeholders to enhance internship opportunities, job placements, and mentorship programs;
• Manage projects throughout the year, e.g., career fairs and industry events;
• Represent the organisation at conferences, career fairs, and networking events to promote awareness of career services and enhance recruitment efforts;

Human Resources management:

• Develop and maintain a functional management system in which staff, contract appointments, and consultants have a clear understanding of their respective duties and responsibilities;
• Develop, compile, and formalise standards for individual work success through the process of participative management;
• Manage and maintain a performance management system to develop and enhance the performance of individuals, teams, and the division, thus contributing to the performance of the division;
• Provide guidance to staff to enhance their individual output and quality criteria, and establish and maintain formal procedures to ensure that individual staff members are utilised optimally;
• Confirm and formalise the approved delegated responsibilities through job descriptions and standard operating procedures;
• Manage the complete process of the recruitment, selection, and placement of staff;
• Empower subordinates through participative management by including them in decision-making processes;
• Encourage and/or facilitate regular meetings among staff members to ensure the flow of information;
• Attend to grievances according to prescribed Grievance Procedure guidelines;
• Ensure Employment Equity (EE) goals are pursued and attained;
• Facilitate compliance with Occupational Health and Safety Act (OHSA);

Financial management:

• Compile divisional personnel, capital, and operational budgets on an annual basis;
• Manage divisional funds according to university policy;
• Ensure that appropriate financial processes and controls exist for the management of funds;
• Manage and guide contractual agreements with service providers;
• Analyse data trends, utilisation rates, and ROI (Return on Investment) metrics to assess the effectiveness and efficiency of career development initiatives, and make data-driven recommendations for program enhancements;
• Generate financial reports, dashboards, and key performance indicators (KPIs) to monitor program expenditures, track revenue streams, and evaluate Career Services' economic health and sustainability;

System management:

• Research and introduce innovative systems and processes to enhance operations, especially for self-help services/functionalities;
• Collaborate with stakeholders to assess technology needs, define system requirements, and develop long-term strategic plans for Career Services systems and platforms;
• Evaluate existing systems, identify opportunities for enhancements or upgrades, and recommend solutions aligned with organisational goals and industry best practices;
• Stay informed about emerging technologies, trends, and innovations in career services software, data management, and digital platforms to inform strategic decision-making;
• Report/escalate system-related issues to appropriate persons after internal investigations and troubleshooting;
• Collaborate with IT departments, vendors, and external consultants to ensure seamless integration of career services systems with other institutional systems;
• Monitor software licenses and facilitate the renewal on expired licenses;
• Provide technical support, troubleshooting assistance, and user training to Career Services staff, faculties, students, and employers, on system functionalities, features, and best practices;
• Develop and deliver workshops, tutorials, and online resources to enhance user proficiency and maximise the utilisation of Career Services systems;
• Report and manage system bugs, production issues, and potential improvements within the division relating to the relevant system environments;

Customer relationship management:

• Collaborate with internal departments, academic units, and external partners to align CRM initiatives with organisational goals and priorities;
• Develop and implement strategic plans for customer relationship management within Career Services, identifying key stakeholders, engagement strategies, and desired outcomes;
• Analyse CRM data to identify trends, track engagement metrics, and measure the effectiveness of outreach efforts and service delivery;
• Collaborate with career advisors, counsellors, and faculty members to integrate career readiness skills into academic curricula and co-curricular activities;
• Conduct training sessions, workshops, and webinars to educate users on CRM functionalities, best practices, and strategies for maximising engagement and productivity;

Business development and corporate relations:

• Initiate, develop and establish long-term partnerships with companies in support of the employability programme, aligned to the needs and strategy of the University;
• Organise corporate recruitment presentations and network sessions customised to meet the hiring needs of the organisations;
• Support and facilitate links between students and stakeholders concerning employability and work readiness;
• Support UP in raising the profile of student employability and work readiness;
• Attend career development initiatives (domestic and international), career fairs and exhibitions that are conducted outside of UP to keep up to date with prevailing trends;
• Increase collaboration with international companies;

Training and development:

• Collaborate with stakeholders to assess training needs, identify skill gaps, and develop strategic plans for employability;
• Conduct research on emerging trends, technologies, and best practices in career readiness, professional development, and adult learning theory to inform program design and curriculum development;
• Design, develop, and deliver training programs, workshops, seminars, and resources on employability;
• Create engaging learning materials, multimedia presentations, e-learning modules, and interactive activities to enhance participant engagement and knowledge retention;
• Customize training content and delivery methods to meet students' or employees' diverse needs and learning styles across different career stages and disciplines;
• Ensure a close working relationship with UP’s Community Engagement to assist with work-integrated learning and internships;
• Research, compile, and provide students with an updated database and information on available internships, leadership, voluntary work, UP student jobs and casual work made available within and outside UP.

MINIMUM REQUIREMENTS:

• A relevant Bachelors/BTech degree;
• A total of four years’ experience in:
• Strategic management of a business unit;
• Planning, managing, and reporting on business unit/project budgets;
• Organising significant events or exhibitions, or managing large projects;
• Performance management;
• Stakeholder management.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Training and development of staff;
• Microsoft Word and Excel;

Ability to:

• Develop and maintain strong relationships with clients or customers by listening, understanding, and responding to identified needs;
• Develop and use collaborative relationships to facilitate the accomplishment of work goals
• Identify opportunities and take action to build strategic relationships between work units, divisions or departments, and other groups (both internal and external), including local governments, stakeholders, the Legislature, or other organisations;
• Act promptly to accomplish objectives;
• Take action to achieve goals beyond what is required;
• Be proactive; and establish expectations and clear direction to meet goals and objectives of on-going work for a group of employees;
• Motivate and engage employees through effective communication;
• Present information to individuals or groups, and deliver presentations suited to the characteristics and needs of the audience;
• Convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message;
• Listen and respond appropriately to others;
• Appropriate language and communication skills to publish brochures and newsletters.