Fresh Positions at Stellenbosch University

Your role:

• SU personal information incident response programme and procedure management: Taking charge of SU¿s personal information incident response programme. The incumbent will coordinate activities to bolster the University's preparedness for data breaches and security issues, and lead the response efforts when incidents arise;
• Information Governance policy and procedure implementation: Collaborating closely with the Deputy Director of Information Governance to implement policies and procedures related to POPIA and PAIA. Providing expert input on policy development, training, and awareness initiatives;
• Compliance framework: Ensuring SU's compliance with access to information (PAIA) and privacy (POPIA) regulations. Monitoring and reporting on key performance indicators related to breach handling, and supporting the establishment of SU's Information Curatorship Programme and Forum;
• Business continuity and disaster recovery: Supporting SU's business continuity, resilience, and disaster recovery efforts. Managing data protection and impact assessment practices to ensure regulatory compliance and institutional resilience;
• Stakeholder management: Building and maintaining strong internal relationships to effectively manage incident response on an operational level.

Essential qualifications:

• At least a bachelor's degree (BA).
• Essential relevant experience:
• At least three to five years' relevant experience.

Operational competencies:

• Technical/professional knowledge, skills and experience;
• Communication skills (the ability to listen and respond effectively to others; to convey information and/or ideas in a written or verbalformat);
• Detail orientation;
• Time management skills;
• Energy/drive;
• Customer service excellence;
• Assertiveness;
• Teamwork;
• Embracing change;
• Accountability;

Desired qualifications:

• Relevant professional qualification (i.e. ISACA, IIA(SA), IAPP, ISC2, CISA).

Desired work experience:

• Two years' relevant experience within the higher education or health sector.

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What you'll do:

• Project planning and development, with specific reference to the Strategic Fund: Spearheading the planning and development of strategic projects, including transitioning to an online platform for managing applications and projects. Developing and refining administrative systems and procedures, ensuring alignment with SU policies, financial standards, and legal requirements;
• Project execution and fund management: Overseeing the entire lifecycle of projects and fund processes. Coordinating the receipt, acknowledgement, and tracking of Strategic Fund applications, and managing the allocation and disbursement of funds;
• Monitoring and evaluation: Conducting thorough reviews and evaluations to ensure compliance and eligibility. Developing and implementing systems to monitor and evaluate project progress, optimising new systems, and supporting impact assessments;
• Stakeholder engagement: Building and maintaining strong relationships with both internal and external stakeholders, ensuring smooth interactions related to projects and the Strategic Fund process.

Essential qualifications:

• Honours degree or equivalent qualification;
• Project management qualification.

Essential work experience:

• At least five years' experience in project management.
• Experience in optimally using collaborative project management tools (e.g. Smartsheet, MS Project, Monday.com).

Leadership competencies:

• Project / change / financial management;
• Impact and presence;
• Strategic thinking;
• Analytical thinking;
• Resilience;
• Conceptual thinking;
• Building collaborative partnerships;
• Accountability.

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Key responsibilities:

• Project planning and scheduling: Developing detailed project plans and schedules to ensure timely and successful delivery.Coordinating resources, setting milestones, and managing dependencies to keep projects on track;
• Managing project execution: Overseeing the day-to-day execution of projects, ensuring adherence to plans, budgets, and quality standards. Addressing any issues that arise promptly and adjusting strategies as needed to keep projects aligned with objectives;
• Managing the project team: Leading and motivating a diverse project team, fostering collaboration and ensuring everyone is aligned with project goals. Providing guidance, support and feedback to help team members excel and contribute effectively;
• Stakeholder engagement: Engaging with both internal and external stakeholders to ensure clear communication and alignment with project goals. Building and maintaining strong relationships to facilitate cooperation and addressing any concerns or requirements.

Essential qualifications:

• Honours degree or equivalent qualification;
• Project management qualification.

Essential work experience:

• At least five years' experience in project management;
• Experience in leading projects;
• Experience in optimally using collaborative project management tools (e.g. Smartsheet, MS Project, Monday.com).

Leadership competencies:

• Project / change / financial management.
• Impact and presence;
• Strategic thinking;
• Analytical thinking;
• Resilience;
• Conceptual thinking;
• Building collaborative partnerships;
• Accountability.

Desirable qualifications:

• Project management certification.

Desirable work experience:

• Five to seven years' experience as a project manager in higher education.

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Key responsibilities:

• Executive support: Delivering top-notch secretarial and administrative assistance to our Senior Director, including managing their schedule, handling correspondence, and providing general office support;
• Office administration: Maintaining efficient office operations by offering administrative support to the team, assisting with meeting administration, and managing documents;
• Project administration: Assisting with project administration and coordination to ensure timely and successful project completion;
• Financial management: Overseeing the Division's expenditures and process payments, and keeping accurate financial records.
• At least an NQF Level 6 or equivalent qualification in a relevant field.

Essential work experience:

• Five years' proven experience in managing an office and/or as an executive personal assistant;
• Relevant exposure to working within the higher education environment;
• Relevant exposure to working within a project management environment.

Operational competencies:

• Technical/professional knowledge, skills and experience;
• Communication skills (the ability to listen and respond effectively to others, and to convey information and/or ideas in a written or verbal format);
• Detail orientation;
• Time management;
• Energy/drive;
• Customer service excellence;
• Assertiveness;
• Teamwork;
• Embracing change;
• Accountability.

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Duties    

• Assisting with following up unregistered students to ensure that they are re-registered.
• Loading marks for undergraduate and postgraduate modules.
• Requesting changes to student records.
• Ensuring that assessments are timeously scheduled according to standard operating procedures (SOP's).
• Facilitating leave of absence (load) applications for undergraduate and postgraduate students.
• Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.
• Supporting final-year students with their ICSP (Internship and Community Service Programme) applications and liaising with the Deputy Registrar's Office in this regard.
• Distributing online clinical platform surveys to students when requested by the programme coordinator.
• Submitting relevant information on the University systems.
• Distributing accurate class lists and maintaining attendance registers.
• Coordinating the acquiring of student academic wear as per the Faculty booklet and programme requirements.
• Managing, uploading, coordinating, and scheduling academic activities of the programme.
• Uploading and downloading learning material on University systems / providing support to students and lecturers.
• Scheduling meetings, departmental diaries, managing invitees, preparing the agenda, minute taking, distributing minutes and action points.
• Providing general office support to the Department, handling electronic communication and/or telephone calls.
• Assisting with the dissemination of relevant information to students / stakeholders.
• Facilitating travel and accommodation arrangements of academic staff.
• Providing administrative support within the Department as directed by the Head of the Department (HOD).
• Processing University access cards and access control.
• Logging maintenance calls if and when required.
• Facilitating and coordinating visitor administration, which includes parking arrangements and receiving visitors.
• Facilitating marketing material, brochures, flyers and promotional items through the Faculty's Marketing and Communication Division.
• Assisting with obtaining copyright permissions for articles to be used by facilitators.
• Coordinating student seating and workstation allocations.
• Assisting with the onboarding of new staff and scheduling training and development interventions on request of the HOD.
• Assisting with processing D20 and/or ad hoc requisitions.
• Providing administrative support for fixed-term contract appointments.

Job Requirement

• Higher Certificate in office administration (NQF 5) or similar.
• Up to two years experience in general office administration. Relevant experience in student administration at a tertiary institution would be advantageous.
• Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience or on the job training.
• Basic knowledge and skill of Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.

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Duties    

• Client services: referring students to the relevant DU staff and arranging appointments as needed;
• Performing accurate administrative tasks with regards to assessment concessions, including data management and concessions mailbox; 
• Managing the asset register of the DU, including lending assistive technologies;
• Handling and maintaining confidentiality and ethical behaviour, student consent forms and HealthOne administration;
• Assisting in the preparation of reports, presentations and data/statistics, agendas and minutes;
• Combining files and arranging pages on Adobe;
• Uploading information and setting up folders in Teams;
• Other duties as might be required by the head/DU.

Job Requirements    

• A matric qualification and experience in an administrative field;
• Computer and data management expertise: excellent knowledge and application of Microsoft Office (Word, PowerPoint and Excel), Adobe Pro, Teams and HealthOne;
• At least two years' work experience.

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The incumbent will be involved in the following:

Management of FMHS CPD Accreditor:

• Managing the CPD office with two CPD officers of all FMHS and public accreditations (more than a 1000 accreditations annually).
• Liaising with the FMHS CPD committee for meetings and approval of all the CPD accreditations.
• Liaising annually with the Departmental Heads to compile the CPD committee.
• Problem solving and assisting with all activities referred back for revision.
• Resolving conflicts or complaints from organisations and Departments in connection with delayed and incorrect accreditations.
• Liaising with organisations and departmental heads with regards to CPD activities that are not up to standard.
• Allocating and managing where the provider failed to comply with the rules and regulations of the CPD guidelines.
• Record keeping and reporting to the HPCSA National Accreditors forum of all the CPD activities accredited contained in the Criteria and Guidelines for Accreditors document.
• Providing feedback to the FMHS on all activities and approval status.
• Reporting back annually to the HPCSA National Accreditors Forum (NAF).

Management of StellMed Courses:

• Managing the facilitation of courses, conferences, webinars and online courses.
• Sourcing presenters for each topic of expertise within the Faculty of Medicine and Health Sciences via the departmental heads.
• Approving and managing the accreditation of all StellMed courses on the Stellenbosch University short course system.
• Liaising with the Short Course Division with regards to all problems with the SU Short Course systems.
• Approving all development of course/conference invitations.
• Approving all medical equipment, stationery, clothing, etc., for courses.
• Approving venue procurement and/or set-up of the webinar and online content via SUNOnline.
• Approving all course lecture material, refreshments, social events, flights, transport and accommodation.
• Approving the issuing of all short course and conference certificates via the short course system.
• Approving all budgets for all course expenditures.
• Recording and reporting of StellMed activities to Business Management as requested.
• Annual short course statistics and analytics.
• Completing needs analysis for future courses.

Financial Management:

• Managing the StellMed Standard Bank account.
• Managing the CPD cost centre.
• Managing all the StellMed short course cost points (106 cost points).
• Managing all the transfers from the StellMed Standard Bank account to the correct cost points.
• Approving the reconciliation statement from the Standard Bank account once a month.
• Reporting StellMed's account statements to the Finance Division.
• Approving all maintenance and purchases of technical equipment and furniture.
• Managing the issuing of all the Pastel invoices for payments.
• Following up on outstanding payments from the Department of Health (DOH).
• Budget meetings and reconciliation of budgets for the DOH.
• Establishing and achieving business and profit objectives. 

Human Resources:

• Managing all Oracle presenter payments.
• Leave administrator for employees.
• Performance management of employees.
• Managing absences.

Management of StellMed:

• Organising team roles and evaluating employee performance.
• Providing oversight and direction to employees.
• Ensuring employee wellness and conflict management.
• Delegating responsibilities and time scheduling among employees.
• Liaising with the DOH concerning training matters.
• Managing all concerns and complaints from Departments, the DOH and organisations.
• Documenting operational tasks and reporting to Business Management and the Vice Dean: Learning and Teaching.
• Performing employee reviews and assessments.
• Recruiting and assisting with the new employee training programme.
• Making operational and process decisions.
• Organising and delegating assignments to team members.
• Managing team spirit building and camaraderie.
• Developing more effective or efficient processes and strategies for employees.
• Ensuring that staff members follow the policies and procedures of the University.

Job Requirements    

• A relevant degree in health sciences, education, management, or a related field.
• Significant experience in managing professional development programmes, preferably within a medical or health sciences context.
• Experience in managing accreditation processes and liaising with professional bodies like the HPCSA.
• Proven track record in financial management, including budgeting and cost management.
• Experience in people management.
• Strong organisational and project management skills.
• Excellent communication and interpersonal skills for liaising with various stakeholders.
• Problem-solving skills and the ability to handle conflicts and complaints effectively.
• Proficiency in using management software and tools like Oracle and financial management systems.
• The ability to manage multiple tasks and responsibilities efficiently.

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Duties (Lecturer): 

• Teaching undergraduate and PGCE Geography and/or Environmental Education modules. 
• Supervising BEdHons students and co-supervising MEd students. 
• Researching and publishing in Geography and Environmental Education.
• Administrative responsibilities relevant to the job level concerned.
• Participating in community interaction and engagement activities.

Duties (Senior Lecturer): 

• Teaching undergraduate and PGCE Geography and/or Environmental Education modules. 
• Researching and publishing in Geography and/or Environmental Education - articles, chapters and/or books.
• Supervision of master's and PhD students.
• Module and programme coordination responsibilities relevant to the job level concerned.
• Initiating and participating in community interaction and engagement activities.

Requirements (Lecturer):

• A relevant Master's degree in Geography, Geography Education and/or Environmental Education. 
• A relevant BEd or equivalent teaching qualification with a preferable specialisation in Geography and Environmental Education.
• Thorough knowledge of current changes, policies and practices in Geography and/or Environmental Education. 
• At least three years' Geography teaching and learning experience in school and/or university.
• Evidence of, or potential for, publication in peer-reviewed journals.
• Evidence of, potential for, delivering peer-reviewed papers at recognised education conferences. 
• Evidence of supervision of postgraduate students, or willingness to supervise.

Requirements (Senior Lecturer):

• A PhD in Geography Education and/or Environmental Education.
• A relevant BEd or equivalent teaching qualification with a preferable specialisation in Geography and Environmental Education.
• Thorough knowledge of current changes, policies and practices in Geography and/or Environmental Education.
• At least three years' Geography Education and/or Environmental Education teaching and learning experience in school and/or university.
• Evidence of publication in peer-reviewed journals.
• Evidence of delivering peer-reviewed papers at recognised education conferences.
• Record of supervision of master's and PhD students. 

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Duties

• Providing conceptual, strategic, and visionary research and knowledge leadership for the Southern African Resilience Academy, working in consultation with the GRP leadership, the SARChl in Social-Ecological Systems and Resilience, the PECS international project office, and other social-ecological systems and resilience research networks regionally and globally.
• Liaising with the Global Resilience Partnership in terms of coordinating SARA research and activities with the research and activities of other GRP initiatives and South-to-South Academies in other parts of the world.
• Initiating, supporting, and leading academic outputs such as synthesis papers that integrate the work of the working groups, as well as participating in or leading one or more working groups.
• Representing SARA research and activities at relevant international conferences and events.
• Coordinating SARA outreach and communication activities, including queries by relevant and interested parties, with support from the CST communications manager.
• Being the liaison, contact and support point for working groups on both conceptual and logistical matters.
• Coordinating annual synthesis workshops for working groups, as well as relevant networking and outreach events, including a conference in the final year, with support from the administration team at CST.
• Managing SARA project finances.
• Providing annual reporting of SARA finances and activities to the CST and GRP. 
• Supporting fundraising initiatives to advance the work of SARA, especially in terms of securing large collaborative research grants to facilitate further iterations of SARA.
• The incumbent will be expected to contribute 10% of their time to supporting CST institutional functions, and participating in CST seminars, events and staff meetings.
• The incumbent will be expected to contribute to supervision of postgraduate students related to the research activities undertaken in SARA, and will be encouraged to provide occasional guest lectures on the CST s teaching programmes.  

Minimum requirements: Researcher:

• At least one peer-reviewed publication.
• PI, Co-PI or collaboration with a PI to submit funding proposals to raise research funding.
• A PhD in social-ecological systems, resilience, sustainability science, or related areas
• At least three years'  experience working in the southern African region in the social-ecological systems (SES), resilience, or closely related topics. 
• A publication record in the areas of social-ecological systems, resilience, ecosystem services, or sustainable development.
• Established collaborations with research networks in the areas of social-ecological systems and resilience, both in southern Africa and globally, e.g. the Southern African Programme on Ecosystem Change and Society (SAPECS), the international Programme on Ecosystem Change and Society (PECS), the Resilience Alliance, and the Global Resilience Partnership.
• Experience in leading or co-leading international research projects, programmes or research networks.
• Experience in convening workshops and knowledge co-production processes.
• Experience in working across the science-policy-practice interface.
• Evidence of participation in securing research grants, and willingness and ability to raise ongoing funds.
• Experience in supervising postgraduate students (Masters/PhD).
• Experience and a strong desire to work in participatory interdisciplinary and transdisciplinary environments.
• The ability to work independently and solve problems.
• The ability to be diplomatic and facilitate discussion and resolve conflict.

Minimum Requirements: Senior Researcher:

• PhD in social-ecological systems, resilience, sustainability science, or related areas.
• At least ten peer-reviewed publications with some as first/only author.
• PI (or Co-PI) on one or more grants (small or large), or de facto PI (i.e. assistant to a PI) on a large grant.
• At least one Master s student graduated, and one or more PhDs enrolled.
• Some teaching experience e.g. (co-)convenor of a course, course moderator, and/or delivery of lectures on one or more modules.
• Evidence of institutional leadership and services activities (both internal and external), e.g. thesis examination, course moderation, journal reviewer, service on institutional committees.
• Experience in running stakeholder workshops or policy engagement processes.
• National recognition e.g. NRF rating or serving on national scientific boards.
• At least three years'  experience working in the southern African region in the social-ecological systems (SES), resilience or closely related topics. 
• A publication record in the areas of social-ecological systems, resilience, ecosystem services, or sustainable development.
• Established collaborations with research networks in the areas of social-ecological systems and resilience, both in southern Africa and globally, e.g. the Southern African Programme on Ecosystem Change and Society (SAPECS), the international Programme on Ecosystem Change and Society (PECS), the Resilience Alliance, and the Global Resilience Partnership.
• Experience in leading or co-leading international research projects, programmes or research networks.
• Experience in convening workshops and knowledge co-production processes.
• Experience working across the science-policy-practice interface.
• Evidence of participation in securing research grants, and willingness and ability to raise ongoing funds.
• Experience in supervising postgraduate students (Masters/PhD).
• Experience and a strong desire to work in participatory interdisciplinary and transdisciplinary environments.
• The ability to work independently and solve problems.
• The ability to be diplomatic and facilitate discussion and resolve conflict.

Recommendation

• Engagement in the previous round of SARA, and familiarity with the SARA process will be highly advantageous.
• Familiarity with the GRP network and objectives will be highly advantageous.
• Teaching and/or training experience in the context of social-ecological systems.
• The ability to bring existing grants into CST.

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Duties     

• Dispensing
• Dispensing medication to patients and participants in studies and clinical trials in an accurate manner.
• Being up to date with each study's protocol/updates and carrying out duties according to the protocol.
• As per SAHPRA legislation, GCP, GPP, SOP's and protocols.

Dispensary Management

• Monitoring stock levels/expiry dates and ensuring adequate stock availability.
• Orders for investigational product and dispensary stock.
• Orders and oversight of stock ordered for bronchoscopy suite, Including scheduled drugs.
• Receipt, storage, packing, dispensing, preparation, accountability, and destruction of IP.
• Monitoring and reporting of any deviations from protocol (temperature excursions, non-conforming IP) as per trial-specific protocols and SOP.
• Interacting with monitors, auditors and inspectors.
• Monitoring and management of emergency trolley stock as per SAHPRA regulations.

Drug Accountability

• Completing and reconciling IP accountability and all dispensing logs.
• Completing preparation / reconstitution logs.
• Performing manual accountability and patient adherence.
• Daily pill pack preparation.
• As per trial-specific protocols, pharmacy manual, working instructions, and SOP.

Administrative Tasks

• Administration of the site SOP management system for the clinical team.
• Reviewing and writing relevant Standard Operating Procedures.
• Keeping adequate source documents.
• Timely completion of time sheets.
• Completing source documentation as per the sponsor, GCP, and SAHPRA requirements.
• Report writing.

Team functions

• Maintaining professional conduct and relationships at all times.
• Training staff as required.
• Assisting, supporting and participating in recruitment, retention and outreach programmes.
• Maintaining confidentiality.

Job Requirements

• B. Pharm degree from an accredited university. 
• At least three years¿ experience as a dispensing pharmacist.
• Registration as a pharmacist with the South African Pharmacy Council.
• Valid GCP training.
• At least one year of research experience in clinical trials.
• The ability to implement document version control.
• The ability to solve problems independently and effectively.
• A goal-oriented disposition.
• Computer literacy (MS Outlook, Word and Excel).
• Sound interpersonal skills.
• Good written and verbal communication skills.
• Fluency in English.