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Coordinator: Graduations

Job Summary
The incumbent's duties will include liaising with the relevant departments and stakeholders to coordinate activities, information and deadlines regarding the graduation processes; and more.

Stellenbosch University

Registrar's Division

Centre for Student Administration

Coordinator: Graduations

(Ref. REG/138/0620)


  • Liaising with the relevant departments and stakeholders to coordinate activities, information and deadlines regarding the graduation processes;
  • Formulating and conveying information related to graduation ceremonies and processes via the various communication channels (e.g. e-mail, campus communication and the website) to stakeholders and students;
  • Securing and managing the supply of graduation material and equipment to buildings and venues;
  • Collating graduation information required for the website, schedules, protocols, statistics and graduation booklets;
  • Formulating and providing input on graduation budget and requirements via reports and proposals;
  • Executing administrative responsibilities as aligned to the position;
  • Providing regular reports on administrative processes and related projects;
  • Regularly evaluating (via surveys and benchmarking) the graduation event and related processes;
  • Revising procedures related to graduation and proactively identifying improvements to service,
  • processes and systems highlighted through feedback, evaluation and benchmarking to respond to graduates' and guests' changing needs;
  • Maintaining and responding to audits and ensuring that audit findings are addressed;
  • Serving as liaison to the Registrar's Office for graduations;
  • Coordinating and scheduling staff for the various graduation ceremonies;
  • Coordinating and managing logistical and operational aspects related to graduation ceremonies;
  • Supervising and managing the graduation team in collaboration with the relevant departments;
  • Securing and coordinating additional staffing for the Registrar's Office as needed in support of graduation events;
  • Coordinating all aspects in terms of service providers, venues and equipment as required for graduation, as well as other related functions e.g.academic attire and photographic services;
  • Maintaining the lists of graduates participating in a specific ceremony – attendance and in absentia;
  • Formulating and distributing graduation documentation such as protocols and schedules;
  • Coordinating the printing of graduation certificates and transcripts for graduation ceremony purposes;
  • Coordinating the preparation of sheaths for graduation documentation for each graduation ceremony;
  • Coordinating the issuing and distribution of certificates during and after graduation as well as where operationally required;
  • In consultation with the relevant stakeholders, maintaining the aesthetic and security features of graduation certificates and transcripts;
  • Handling enquiries (walk-ins, e-mail and telephonically) as operationally required;
  • Report-writing and performing ad hoc tasks as might be operationally required from time to time.

Job Requirements:

  • A three (3) year Bachelor's Degree or equivalent;
  • Five (5) years' relevant high-level administrative experience of which a minimum of one year in a supervisory capacity;
  •  Ability to function effectively under pressure;
  • Strong interpersonal skills;
  • Good technological skills;
  • Systems thinking ability;
  • Strong management, planning and budgeting skills;
  • Ability to think strategically;
  • Strong analytical skills;
  • Meticulous execution of functions and attention to detail;
  •  Ability to multitask
  • Project management skills and experience;
  • Decision-making and problem-solving skills;
  • Student-centredness;
  • Integrity, trust and honesty
  • Self-motivated, proactive and the ability to work independently as well as in a team.


  • Available to work outside normal office hours (especially during graduation periods);
  • Five (5) years' relevant high-level administrative experience in Higher Education, as well as experience in graduation processes.

Enquiries regarding job content: Ms. Ruby Frans on 021 808 9132, or at ruby@sun.ac.za

Enquiries regarding remuneration/benefits as well as technical assistance with the electronic application process: Human Resources Client Service Centre on 021 808 2753 or SUN-E-HR@sun.ac.za

Commencement Date: 01-Aug-2020

Closing Date: 03-Jul-2020

The University is committed to employment equity (EE), and appointments will be made in line with the EE plan for the specific environment as well as

Stellenbosch University's institutional EE Plan.

The University reserves the right not to make an appointment.

Your application, comprising a comprehensive curriculum vitae (including the names and e-mail addresses of at least three referees), must reach the University before or on the closing date of the advertised post.

Apply online at http://www.sun.ac.za/english/careers

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

Should no feedback be received from the University within four weeks of the closing date, kindly accept that your application did not succeed.

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