The University of the Free State (UFS) has officially announced a permanent vacancy for the role of Senior Officer: Research Outputs Coordinator (Post Level 9), based at its Bloemfontein campus. This position falls within the Vice-Rectorate for Research and Internationalisation, specifically under the Office of the Senior Director: Research Development. The closing date for applications is set for 6 June 2025.
About the Research Outputs Coordinator Role
The Senior Officer: Research Outputs Coordinator will play a critical role in managing and coordinating research outputs at the university. This position supports the broader research environment by ensuring accurate capture, monitoring, and reporting of research outputs in line with university policies and Department of Higher Education and Training (DHET) requirements.
Key Responsibilities
Research Administration
At the core of this position lies the responsibility for the processing, compilation, and monitoring of research outputs. The officer will manage the flow of research-related documents among Deans, faculties, and research staff, ensuring all are informed and updated. This role also requires the preparation of training materials and the delivery of training sessions to data capturers, ensuring that all are proficient in handling the Research Information Management System (RIMS).
The Coordinator will maintain the accuracy and completeness of outputs within RIMS by reviewing submissions, capturing outputs where necessary, and circulating research outputs for internal review by sub-committees. They will act as a liaison between authors, capturers, and DHET, ensuring all supporting documentation for outputs is appropriately uploaded and prepared for journal audits.
A significant part of the role includes running reports and compiling statistics related to research outputs for senior management, faculty deans, and heads of departments. Handling enquiries and data-related matters concerning outputs is also an essential responsibility.
General Administration
The Senior Officer will handle administrative tasks such as filing research documentation, addressing queries relating to research outputs, updating documents as needed, and preparing official correspondence confirming research outputs for staff members.
Financial Administration
In addition to research administration, the role involves financial tasks related to research awards. This includes compiling payment summaries for Research Awards submissions, liaising with faculties and the finance department for payments, capturing ad hoc claims, and summarising yearly payment data for research outputs.
Meeting Administration
The Coordinator will manage the administrative aspects of the UFS Journal Editors’ meetings, including preparing agendas, recording minutes, distributing information, and overseeing the payment of honoraria to editors and co-editors. These meetings are scheduled between two and four times annually, and the officer will be the primary contact for journal-related enquiries.
Coordination and Communication
Serving as the main point of contact between DHET and other research bodies concerning research output matters, the Senior Officer will communicate relevant information to all stakeholders at UFS. They will liaise with external auditors and provide training as required during research output submissions and audits.
Required Qualifications and Experience
Applicants must hold a minimum of a Bachelor’s degree, an advanced diploma, BTech degree, or postgraduate certificate on NQF Level 7, or a three-year national diploma on NQF Level 6. A minimum of two years’ relevant experience related to the responsibilities is essential.
Candidates should have proven experience with key research management systems including Scival, RIMS, and ROSS. Knowledge of university environments, policies, procedures, and advanced Excel skills are highly recommended.
Competencies
The ideal candidate will be results-oriented, able to complete tasks despite challenges and handle stressful situations with calmness. Strategic thinking skills, including attention to detail and strong organisational capabilities, are critical.
Business acumen is necessary, particularly the ability to follow work regulations and use MS Office proficiently. Leadership skills are important, with the ability to take charge, guide others, and foster cooperation within teams.
Furthermore, the candidate should be comfortable working with various stakeholders, demonstrating confidence and social ease in different environments. Decision-making through consultation and collaboration is also a key competency.
Application Process and Additional Information
Applicants are required to submit their applications online via the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll. Applications sent through any other platform will not be considered. The system allows a maximum of eight attachments, so applicants are advised to merge documents where possible to avoid upload issues.
To be considered, applications must include:
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A detailed Curriculum Vitae (CV).
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Copies of all relevant qualifications, including SAQA accreditation for foreign qualifications.
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A copy of the South African identity document or passport for foreign nationals.
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Confirmation of employment for external applicants (letters, contracts, payslips).
Incomplete applications will not be processed.
The University of the Free State is a designated employer committed to equity, diversity, and redress. Preference will be given to candidates from under-represented designated groups, including people with disabilities.
Benefits and Salary
While the salary is available upon request, the position offers fringe benefits subject to specific conditions. These include participation in the pension and medical aid schemes, group life insurance, housing allowance, leave and sick leave, service bonuses, and study benefits.
Contact and Enquiries
For more information, applicants can contact the university at 051 401 9813 or email Jardine@ufs.ac.za or Recruit@ufs.ac.za. Additional assistance is available at 051 401 9810, 051 401 9814, or 051 401 2979.
The UFS reserves the right not to fill the post. Only shortlisted candidates will be contacted, and if no communication is received within six weeks after the closing date, applicants may consider their application unsuccessful.
This Research Outputs Coordinator role is ideal for a motivated, detail-oriented individual looking to contribute meaningfully to research development in a respected South African university. The Senior Officer: Research Outputs Coordinator is essential to the university’s commitment to excellence in research, ensuring that outputs are properly managed, audited, and communicated.
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