Professional Assistant to The Vice-chancellor

2 weeks ago

Grahamstown, South Africa DPT Recruitment Full time

**Main Job Objectives**

Responsible for providing high level confidential, strategic and professional assistance, project management, report writing and support for the Vice-Chancellor. This strategic position in the Office of Vice-Chancellor involves interaction with a wide range of internal and external stakeholders of the University.

The incumbent will also provide high-level confidential, strategic and professional support to the DVC: Academic and Student Affairs and the Director: Institutional Research, Planning and Quality Promotion.

**Key Performance Areas**

**Strategic Professional and Confidential Support to the Vice-Chancellor**
- Conduct research and prepare all correspondence and other documentation as requested by the Vice-Chancellor
- Prepare papers, in advance, for attendance at daily meetings and other commitments
- Advise the Vice-Chancellor of impending internal and external work deadlines and assist with the preparation of material for these, e.g., reports, presentations. Provide editorial assistance
- Responsible for writing comprehensive reports on behalf of the Vice-Chancellor in English
- Follow up, on behalf of the Vice-Chancellor, on all 'action matters assigned to him/her by Council and other top University structures to ensure compliance with timelines set
- Secure and collate information from the various Directors and Deans assisting the Vice-Chancellor for purposes of preparing reports to Council, Senate, and the University community at large
- When invited to do so, attend meetings with the VC, capture key recommendations and/or decisions and follow up and monitor critical resolutions to ensure finalisation and compliance within timelines
- Build relationships across the university and interface with the Senior Management of the University such as but not limited to the Deans, HR, I&TS, Finance, Facilities & Infrastructure, Communications & Advancement, Academic departments and other offices/departments/division in the institution
- Design, develop and implement an effective digital / online document management system for the Vice-Chancellorate
- Handle confidential and sensitive information discretely and professionally
- Prepare briefing notes on the background of high-profile persons visiting the Office of Vice-Chancellor and receive high-level guests and delegations on behalf of the Vice-Chancellorate
- Accompany the Vice-Chancellor and the Deputy Vice-Chancellor when representing the Vice-Chancellor on trips as required
- Assist, when necessary, other administrative staff in the Vice-Chancellors Office
- Appropriately and efficiently execute any other duties as directed

**Project and Events Support**
- Develop and maintain a digital database of all projects and events of interest to the Vice-Chancellor and/or where his involvement is required
- Develop project plans that outlines the scope, timelines and resources required to implement each project
- Ensure that the Vice-Chancellor can be updated and apprised of the status of all projects and/or any material changes to the terms of reference, scope and/or timeframes of projects
- Working closely with the Vice-Chancellor plan and execute assigned projects and/or events
- Responsible for research and preparation of all communication and correspondence requirements for projects/events
- Responsible for maintaining and regularly updating the Vice-Chancellors webpage

**Strategic Professional and Confidential Support to the DVC: Academic & Student Affairs and the Director: Institutional Research, Planning & Quality Promotion**
- Conduct research and prepare correspondences and other documentations as requested by the DVC: Academic and Student Affairs
- Provide additional support to the Director: Institutional Research, Planning and Quality Promotion in aspects of research on institutional effectiveness and the preparation of statutory reports to stakeholders

**Job Requirements**

**Education & Experience**

A Masters degree or equivalent NQF 9 qualification plus at least 7 years relevant experience where such experience includes:

- Extensive experience in a similar role and/or working in high level administration in private or public institutions
- Proven track record in setting up electronic / online administrative systems to support senior management
- Proven research track record and ability to draft and write reports in English
- Excellent writing skills in English
- Extensive conflict management skills
- Previous experience working under pressure and with tight deadlines
- Previous experience managing strategic projects
- Previous experience managing budgets and accounts, and the ability to read a balance sheet and reconcile accounts

**Professional Competencies**
- An understanding of the different functional areas of Universities, including challenges facing higher education nationally and internationally
- Analytical and conceptual skills and an ability to think strategically
- Strategic project management experi

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