Manager-Financial Aid ,Bursaries and Student Accounts(Alice &East London Campus) :Ref 6720

Main purpose/objective
The main purpose of this position is to provide strategic and operational leadership and management of the University’s Financial Aid, Fees and Bursaries divisions and direct the delivery of funding services to students, and effectively relate with donors and manage the allocation of donor funds to students. The Manager ensures the revenues owing to the University are collected and that all transactions have been properly reflected in the books of accounts. The incumbent manages the student fees, financial aid and bursaries staff accordingly. The position works extensively with donors, funders and the National Students Financial Aid Scheme (NSFAS) to obtain funds to cover the needs of students.

Key job functions

• Strategic and operational planning for the unit

• Manage the entire student finance unit areas of student fees and accounts, financial aid, fees and bursaries.
• Establishment and monitoring of a dedicated NSFAS service team with a sharp focus on service excellence.
• Devise and implement strategies of prudent student debt management and recovery of debt to optimise working capital and cash flow management.
• Recommend and implement strategies of improvements in registration processes, service improvements and stakeholders’ engagements to improve service delivery.
• Design key metrics to appraise the students finance unit in terms of financial concessions, students’ complaints, disbursement processes and debt recovery trends and regular debt performance and debt age analysis reports.
• Develop, update and maintain key dashboards to measure performance of the unit and keep senior management updated on the developments regularly.
• Ensure all the financial reconciliations are performed in the unit to enable accuracy and completeness of the student accounts and the general ledger accounts.
• Responsible for the preparation of monthly reporting and quarterly reporting to management and oversight committees.
• Drive continuous improvement in Policies, Procedures and business processes of the unit including finance department as a whole.
• Issue new directives to the Financial Aid, Fees and Bursaries staff.
• Serve as representative of on various University committees such as the Enrolment Committee, The SRC and Management Committee, The Student Trust Fund, The Fees Committee, etc.
• Participate in professional organisations such as the Financial Aid Practitioners of South Africa (FAPSA) and the South African Student Accounts Forum (SAAF).
• Liaise with the Director: Financial Controls & Operation, CFO, Office of Registrar, Dean of Students and develop and implement corrective action plans as determined by quality assurance reviews and internal/external audits.
• Ensure that the operational risk register of unit is developed and aligned to the operational risk register of the Finance Department.
• Prepare the Annual Operational Plan (AOP) of the unit and ensure alignment to the departmental AOP and Strategic Plan of the University.

• Optimise student funding from NSFAS and other donors/funders

• Manage the allocation of the funding in accordance with the policy, rules and regulations from NSFAS and other donors/funders.
• Manage the overall submission of claims to NSFAS in terms of deadlines as allocated to Institutions.
• Submission of quality reports to NSFAS, Department of Higher Education and Training (DHET) in terms of funding allocated.
• Attend NSFAS, and FAPSA Workshops and for other key stakeholders.
• Manage and sign off monthly reconciliations in relation to funding received and allocations made.
• Ensure that students are made aware and informed by using different means of communication.
• Invoice Donors in terms of their requirements and policy rules and regulations.
• Ensure that there are Memorandum of Agreement (MOAs) in place with all external donors.
• Submission of annual or bi-annual reports to donors in terms progress made by sponsored students under the different donor categories.
• Manage and sign off monthly reconciliations in relation to funding received and allocations made.
• Set up meetings with donors/interactions at least once a year to keep up to date and ensure that we maintain a good relationship with all donors.

• Accurate recording and accounting of student account transactions

• Ensure that all the different fee transactions are linked to the correct entities.
• Ensure that unused transaction types are deleted and new ones created where required.
• Maintain all transaction types that are active and relate to student fees and financial aid.
• Monthly, quarterly and annual reports produced which actively reflect the current situation in respect of payments, bursaries, outstanding debts with analysis of trends.
• Manage the overall debt collection policies, procedures and processes.
• Develop a term of reference in relation to outstanding fees and manage the outstanding debt owed by students and ensure that it is kept to a minimum.
• Liaise with debt collection agencies on the collection of outstanding fees.
• Develop a MOA with debt collection agencies and set up regular follow up meetings.
• Ensure that outstanding debt files are handed over to the debt collectors on time.

• Optimisation of student fee income

• Develop processes, policies and procedures.
• Perform an annual market comparison/benchmarking in relation to fees charged at other institutions.
• Consult with all stakeholders in terms of the annual fee increment, i.e., CFO, Dean of Students, Deans of Faculties, Residence Manager, SRC, etc.
• Review the costing of all student fees.
• Implement the Council recommended fee increments and ensure that they are in place before registration each year in collaboration with the office of the Registrar.

• Management of students disbursement system

• Manage the disbursement of funds and allowances in line with the chosen system by the UFH.
• Ensure that students receive their allowances in line with the various timeframes as outlined by NSFAS and donors/funders from time to time.
• Prepare the reconciliations between disbursements made to student accounts and funders statements.

• Student residence accounts

• Review the costing of all residence fees in line with other Universities by performing a market comparison.
• Manage and ensure that all fees are ring fenced and costed accordingly.
• Manage the overall IT system in terms of fees charged each year.

• Human resources management for the unit

• Directs the ongoing development, maintenance and training for ITS for all three sub-sections i.e. Financial Aid, Fees and Bursaries.
• Have monthly meetings with HOD's and staff in terms of progress made and new developments.
• Ensure that all staff is kept up to date and ensure that they developed in terms of their working environment through training and development.
• Ensure that all Job Profiles, performance agreement and personal development plans are in place for all staff.
• Participate in staff recruitment, selection and induction. Manage performance appraisals and staff development. Manage the resolution of conflict within staff members of the division.
• Manage and control key functional activities.
• Organise and ensure the orientation of staff members by clarifying their roles as well as procedures to be followed.
• Measure the actual performance and identify variances from efficiency standard.

REQUIREMENTS
Qualifications and experience (minimum)–

• A Bachelor of Commerce in Accounting or equivalent.
• A Minimum of 5 years' experience within a management/supervisory role.
• At least 3 years’ experience of having successfully managed student bursaries (including NSFAS) and donor funds at a Higher Education Institution.

Skills and competencies – The following are required additional competencies for the position:

• Knowledge of the ITS System or another ERP is very important.
• Knowledge of the Universities Structures, Policies and Procedures and Higher Education Legislation.
• Student Funding and Student Accounting Practices
• Coordination -assuring tasks run according to predetermined schedules
• Critical Thinking - Using logic and reasoning to identify the strengths and Weaknesses of alternative solutions, conclusions or approaches to problems.
• Monitoring - monitoring/assessing performance of yourself, the unit, other Individuals, or organisations to make improvements or take corrective actions
• Management of personnel resources - Motivating, developing, and directing people as they work, identifying the best people for the job, recruitment, selecting, and staff well-being.
• Project Management - ability to management projects run within the division.
• Computer Literacy - Must be computer literate in Excel, Word and PowerPoint and have the ability to adapt quickly to any new IT system changes.
• Ability to work under pressure is very important and this is required on a regular basis.
• Must have a positive attitude and maintain a balance between in and out of office time.
• Leadership - Job requires an ability to lead, take charge, and offer opinions and direction
• Self-Control - Job requires maintaining composure, keeping emotions in check.
• Controlling anger, and avoiding aggressive behavior, even in very difficult situations
• Adaptability/Flexibility - Job requires being open to change (positive or negative).
• Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
• Ability to develop and maintain relationships with NSFAS, Donors and Funders for
• And alternative thinking to develop new ideas for and answers to work-related problems

 
Closing Date: 7 March 2022
 
To apply:  Interested applicants who meet the criteria are invited to:
 

1. Visit the Website and
    
   The University reserves the right NOT to make a permanent appointment at this stage.
   University of Fort Hare is an equal opportunity and affirmative action employer. Pursuant to complying with the Employment Equity Act No.55 of 1998, when appointing preference will be given to applicants from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile.