Administrative Officer: Acs

2 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
**Providing administrative, secretarial, and personal assistant support to the director, including**:

- Assisting with, as well as planning and scheduling, the director's electronic diary;
- Managing all telephonic enquiries on the director's behalf;
- Maintaining an effective electronic filing system;
- Collecting and preparing information for management meetings;
- Receiving visitors to the ACS.

**Providing administrative and financial support to the ACS in general**:

- Compiling monthly financial reports for ACS meetings;
- Compiling travel budgets and coordinating the submission thereof;
- Coordinating general routine document and report submissions ;
- Updating and maintaining the ACS's annual calendar;
- Assisting with arrangements for visits and travel by the director and ACS staff members;
- Arranging internal and external meetings;
- Handling reports, minutes and correspondence arising from meetings, as well as coordinating follow-up actions;
- Providing administrative support for ACS programmes as and when required (e.g., additional support for events, travel arrangements, etc.);
- Coordinating the reporting requirements and deadlines for ACS colleagues.

**Communications and presentations**:

- Liaising internally and externally (nationally and internationally);
- Assisting with PowerPoint presentations (e.g., formatting and creating), reports and documents;
- Establishing and maintaining accurate electronic databases as well as distribution and contact lists;
- Coordinating, collating, and submitting information and updates for the ACS's general website.

**Bied administratiewe, sekretariële en persoonlike bystand aan die direkteur, wat die volgende insluit**:

- Hulpverlening met, sowel as die beplanning en byhou van, die direkteur se elektroniese dagboek;
- Bystand met die bestuur van die direkteur se e-pos, en die liassering van e-posse in Outlook
- en SharePoint-lêers;
- Bestuur alle telefoniese navrae namens die direkteur;
- Die instandhouding van 'n doeltreffende elektroniese liasseerstelsel;
- Die versameling en voorbereiding van inligting vir bestuursvergaderings;
- Die verwelkoming van besoekers aan die ASA.

**Bied administratiewe en finansiële ondersteuning aan die ASA in die algemeen**:

- Die opstel van maandelikse finansiële verslae vir ASA-vergaderings;
- Die opstel van reisbegrotings en koördinering van die indiening daarvan;
- Koördinering van die indiening van algemene roetinedokumente en verslae;
- Die bywerk en instandhouding van die ASA-jaarkalender;
- Hulpverlening met reëlings vir besoeke en reise deur die direkteur en ander ASA-personeel;
- Reël interne en eksterne vergaderings;
- Die hantering van verslae, notules en korrespondensie wat uit vergaderings voortspruit, en die koördinering van opvolgaksies;
- Verleen administratiewe ondersteuning vir ASA-programme na gelang van vereiste (byvoorbeeld bykomende ondersteuning vir geleenthede, reisreëlings, ens.);
- Koördinering van verslagdoeningsvereistes en -sperdatums vir ASA-kollegas.

**Kommunikasie en aanbiedings**:

- Interne en eksterne skakeling (nasionaal en internasionaal);
- Hulpverlening met PowerPoint-aanbiedings (soos skepping en formatering), verslae en dokumente;
- Skepping en instandhouding van akkurate elektroniese databasisse en verspreidings
- en kontaklyste;
- Koördinering, samestelling en indiening van inligting en bywerkings vir die ASA se algemene webblad.

Job Requirements/Pos Vereistes
- A relevant NQF6 secretarial/administrative tertiary qualification;
- At least five years' relevant experience at a higher education institution;
- At least five years' administrative/personal assistant experience;
- Knowledge of international travel and its requirements;
- Impeccable integrity and discretion to work with confidential information;
- Excellent written and verbal communication skills in English (for all external communication with high-level and international colleagues);
- Excellent interpersonal relationships with students, colleagues, and other stakeholders;
- Excellent intercultural skills to work across national and international contexts and communities;
- The ability to work effectively and professionally under pressure in a calm manner;
- The ability to work in a team;
- Proven organisational, planning, prioritising, and administrative skills;
- Proven ability to draft agendas and compile minutes of meetings;
- High level of proficiency in MS Office - Word, Excel, PowerPoint, Outlook, MS Teams;
- The ability to organise, coordinate, and participate in online meetings (on MS Teams, Zoom);
- The ability to conduct effective online research on various topics;
- Numerical skills and the ability to work with financial information;
- The ability to exercise appropriate judgement and solve problems;
- Proven ability to work with high attention to detail and maintain confidentiality;
- The ability to use own initiative and be self-motivated.
- 'n Toepaslike NKR 6 sekretariël

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