Personal Assistant to The Dean and Office

7 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Diary and office management and communication:

- Providing secretarial and administrative support to the Dean, and any other Vice-Deans as may be required. This includes the following:

- Managing, planning and maintaining the diary and daily appointments (including the SU almanac and Faculty meetings) of the Dean, including taking care of all arrangements in support of the daily duties and responsibilities of the Dean;
- Managing and organising meetings and appointments as requested by the Dean;
- Making travel and accommodation arrangements for the Dean;
- Drafting memoranda for the Dean's approval signature as requested by the Dean;
- All-encompassing office administration and support (e.g., courier services, office equipment, recycling efforts);
- Ensuring that all paperwork (human resource management, finances, policies, etc.) is completed in full before being presented to the Dean for approval and signature.
- Reception, enquiries, and communication:

- Receiving students, parents and other visitors at the Dean's Office;
- Managing and handling enquiries by Faculty and University staff (e.g., tracking documents, enquiries regarding policies, supplying lists of the Deanery and/or chairpersons, etc.);
- Compiling well-written, integrated feedback to students, parents and the general public based on relevant information from SU stakeholders;
- Sourcing information by liaising with a variety of stakeholders to gather the relevant information;
- Updating important Faculty documents (e.g. important dates);
- Coordinating the invigilation by student assistants of assessments in the Faculty across the departments, and requesting and confirming bookings of campus assessment venues;
- Responsible for all Old Main venue bookings, internally and externally;
- Assisting CECO with site inspections, bookings and building related requests';
- Handling administrative tasks/processes received from other parties inside SU, for example nominations for committees and awards, access to Faculty buildings, postgraduate orals, bursaries, information about graduation ceremonies, arrangements linked to post-doctoral fellows, etc. This includes accurate feedback, as set out and required by SU.
- Academic promotions:

- Coordinating and rendering support to the Dean with the annual promotion process of academic staff;
- Reminding all chairpersons annually that the process of academic promotions is about to commence. The reminder includes all updated supporting documents and templates;
- Compiling the list of promotions and supporting documents for the Dean and Faculty Committee to consider for pre-evaluation discussions with human resources practitioners;
- Compiling and sending the approved list of promotions and supporting documents to the promotion panel;
- Preparing a schedule for the promotions meeting.
- Other human resources-related administrative tasks:

- Research fellows: Ensuring that all paperwork for the appointment of research fellows is fully completed before presenting it to the Dean for approval and to be submitted to the Deputy Vice-Chancellor: Research, Innovation and Postgraduate Studies;
- Extraordinary and Honorary appointments: Coordinating and rendering support to the Dean with the annual process of appointments in an extraordinary capacity, and updating the Faculty's list of all extraordinary appointments and their terms;
- Functions and meetings:

- Making the necessary arrangements (which may include drafting an agenda, sourcing and compiling background documents, venue reservations, refreshments, etc.) on occasion should the Dean host a forum, planning session, or meeting (e.g., the Dean's Forum, South African Law Deans' Association (SALDA) meetings, etc.);
- Handling bookings of - and related requirements for - venues in the Ou Hoofgebou (Old Main Building) and other Faculty buildings. Making the necessary arrangements as and when required by users regarding refreshments, cleaning, and preparing for meetings in coordination with the assistants in the Dean's Office;
- Organising and managing Faculty events (e.g., public lectures, alumni meetings, year-end functions, etc.) and providing guidance and support for Departmental events;
- The incumbent must occasionally be available after-hours;
- Ensuring that there is enough supplies in the kitchen and ordering more if necessary (e.g., milk, tea, coffee, etc.).
- Committees:

- Student representatives: Acting as coordinator of the JV/S and Moot Society by providing general support and guidance relating to their administration and finances.
- Finances:

- Uploading requisitions of financial transactions, for example, for functions or other task-related transactions;
- Handling smaller acquisition requisitions, for example, for refreshments, specific office and kitchen supplies, etc.;

Job Requirements/Pos Vereistes
- Bachelor's degree or equivalent qualification (or extensive experience of providing administrative support to a senior manage

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