Senior Committee Coordinator (TBV0027) at North West University

PURPOSE OF THE POSITION

To effectively supervise the Secretariat operations and staff responsible for Statutory/Faculty committees. To provide adequate committee coordination administration support to assigned committees and to ensure compliance with governance processes.

JOB DESCRIPTION

KEY RESPONSIBILITIES:

Committee Coordination of assigned committees:

Responsible for committee coordination of assigned committees (high level committees e.g. council committees) as per the workload matrix:

• Pre-meeting tasks
• Agenda compilation
• Minuting of meetings
• Report to next level committees.
• Post-meeting tasks
• Records management

Administer and monitor meeting governance processes:

• Assist Head with calculation of self-evaluation results of committees and writing of feedback reports for committees.
• Oversee nomination and election processes of committees of committee coordinators supervised by the position.
• Provide input on the Terms of references of the committees involved in the line of this position.
• Responsible for the role of the Secretariat in the Appointment of Office bearers for the Executive Deans
• Assist the Head with the compilation of the meeting and academic calendars

Supervision of committee coordinators:

Supervise committee coordinators by:

• Being first point of contact for committee coordinators for questions, communication and input
• Supervising the productivity of committee coordinators by checking daily work schedules and adherence to Secretariat work processes
• Training and induction of new committee coordinators
• Quality control of minutes, reports and agendas of the committee coordinators
• Planning workload distribution of subordinates in conjunction with Head and acting as stand-in in cases of emergency.
• Providing Head with first line approval for leave, input on performance management and evaluation and other employee relations processes (discipline, wellness, etc)
• Taking part in recruitment and selection processes for committee coordinators reporting to this position and undertaking the probation process in coordination with the Head

Adhoc

• Participate in Secretariat management processes as required by the Head and Director, e.g. participation in quality processes, risk management, BCP management, etc
• Undertake work-related tasks as assigned by the Head or Director

OHS Compliance:

• Comply with the OHS policy and requirements of the NWU.

Minimum requirements

• A bachelor’s degree or equivalent qualification (NQF 7).
• A minimum of 3 years’ committee coordination experience
• A minimum of 2 years supervision experience. 

KEY FUNCTIONAL AND BEHAVIOURAL COMPETENCIES:

• Knowledge of governance processes and applicable legislation (South African Higher Education Act, the NWU Statute, King IV)
• Meeting administration processes and procedures
• Knowledge of records management
• Experience of high-level minuting and report writing 
• Supervision skills
• Knowledge of governance processes and applicable legislation (South African Higher Education Act, the NWU Statute, King IV)
• Diligence
• Detail orientation (focus on accuracy and quality)
• Planning and organising
• Adaptability
• Being proactive
• Conscientiousness
• Interpersonal skills
• Compliance
• Dealing with complexity
• Resilience