Administrative Officer: Csleec

4 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte The CSLEEC Administrative Officer will be responsible for the following duties:
**Office management**:

- Managing the CSLEEC reception;
- Managing office maintenance and office supplies;
- Supervising the cleaning services.

**Administrative support**:

- Calendar Management and Meetings:

- Managing the CSLEEC calendar (all portfolios) on SharePoint and within the broader DSAf calendar;
- Assisting the CSLEEC managers with scheduling of meetings (venues, refreshments, parking, minutes, etc.) as required;
- Assisting with guests (administrative support with programming, venue bookings, parking arrangements, etc.).

**Interviews and onboarding**:

- Providing administrative assistance with scheduling of interviews for new staff (including travel arrangements, panel meetings, etc.);

**Short courses**:

- Providing administrative support for all short courses offered within the CSLEEC (registration, admittance, levying, etc.);
- Liaising with SUN MeDIA for printing of short course certificates.

**Travel arrangements**:

- Managing travel, accommodation and conference bookings for all CSLEEC staff members.

**Knowledge Management**:

- Coordinating uploading of documents to SharePoint;
- Filing as required.

**Document Quality Control**:

- Providing administrative assistance with documents (reports invitations, proposals, presentations) as required.

**Financial management**:
With support of the CSLEEC Finance Officer, coordinating:

- Accurate processing of CSLEEC requisitions, invoices, etc.;payment of ad hoc temporary salaries;
- Purchasing and interdepartmental transfers;
- Payments of goods ordered and received.

**Workshop and event support**:
Providing logístical support for all CSLEEC key events (e.g., co-curriculum workshops, conferences and summits, short course residency period, Rector's Awards for Excellent Achievement, FVZS honorary lectures, etc.). This includes assistance with:

- Booking of venues;
- Managing RSVPs and guest lists as required;
- Managing service providers (catering, audio-visual, etc.).

**Performing ad hoc administrative duties** as required by the broader CSLSEEC.

Die SSLEOB Administratiewe Beampte is verantwoordelik vir die volgende pligte:
**Kantoorbestuur**:

- Bestuur die SSLEOB-ontvangs;
- Bestuur alle algemene navrae (e-pos en telefonies) en verwys dit na die verantwoordelike SSLEOB-personeellid;
- Bestuur die onderhoud van die kantoor en voorrade;
- Hou toesig oor die skoonmaakdienste.

**Administratiewe ondersteuning**:

- Bestuur kalender en vergaderings:

- Bestuur die SSLEOB-kalender (al die portefeuljes) op SharePoint asook die breër Studentesake-kalender;
- Ondersteun die SSLEOB-bestuurders met die skedulering van vergaderings (lokale, verversings, parkering, notules, ens.) soos nodig;
- Hulpverlening met gaste/besoekers (administratiewe ondersteuning met die opstel van programme, lokaalbesprekings, parkeerreëlings, ens.).

**Onderhoude en oriëntering van nuwe personeel**:

- Verskaf administratiewe ondersteuning met die skedulering van onderhoude vir nuwe personeel (insluitend reisreëlings, paneelvergaderings, ens.);
- Koördineer die oriëntering van alle nuwe SSLEOB-personeel en studentekoördineerders (reël vir netwerktoegang, e-posadres, kampusoriëntering, ens.).

**Kortkursusse**:

- Verleen administratiewe ondersteuning met betrekking tot alle kortkursusse wat die SSLEOB aanbied (registrasie, toelating, fooie, ens.);
- Skakel met SUN MeDIA vir die druk van die kortkursussertifikate.

**Reisreëlings**:

- Bestuur reis-, verblyf
- en konferensiebesprekings vir die SSLEOB-personeel.

**Kennisbestuur**:

- Koördineer die oplaai van dokumente op SharePoint;
- Liassering soos benodig.

**Gehaltebeheer van dokumente**:

- Verleen administratiewe ondersteuning met betrekking tot dokumente (verslae, uitnodigings, voorstelle, aanbiedings) soos benodig.

**Finansiële bestuur**:
Met die ondersteuning van die SSLEOB Finansiële Beampte, koördineer:

- Akkurate verwerking van SSLEOB rekwisisies, fakture, ens.;
- Betaling van ad hoc, tydelike salarisse;
- Aankope en interdepartementele oordragte;
- Betaling van goedere bestel en ontvang.

**Werkswinkels en geleenthede/funksies**:
Verleen logistieke ondersteuning vir alle SSLEOB geleenthede (bv. ko-kurrikulêre werkswinkels, konferensies en berade, kortkursusse, Rektorstoekennings vir Uitnemendheid, FVZS erelesings, ens.). Dit sluit die volgende ondersteuning in:

- Lokaalbespreking;
- Bestuur RSVP's en gastelyste soos benodig;
- Bestuur diensverskaffers (spyseniering, oudiovisueel, ens.).

**Verrig ad hoc-administratiewe pligte** soos vereis deur die breër SSLEOB.

Job Requirements/Pos Vereistes
- National Diploma or B-degree in a related field such as secretarial/ administration;
- At least three years' relevant experience in the duties listed, preferably within a university environment;
- High-level computer proficiency (MS Office);
- Proven knowledge and experience in support of financial

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