Administrative Officer

4 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte **General administrative support**:

- Providing administrative support to the Language Centre (e.g. scheduling meetings and events, making venue bookings, taking minutes during meetings, arranging parking, etc.);
- Keeping accurate administrative records;
- Setting up venues and providing technical support for meetings and workshops;
- Reporting building infrastructure and maintenance issues to SU Facilities Management;
- Logging queries on SU service desk portals (IT, HR, SUNFin, etc.);
- Making travel and accommodation arrangements for staff and visitors, including for research visits and conferences;
- Performing asset administration;
- Carrying out workplace health and safety administration.

**Course administration**:

- Carrying out administration for Language Centre short courses (rendering administrative sales support to assist participants to enrol, registering courses on the short course system, uploading marks and/or attendance, requesting certificates, etc.);
- Carrying out administration for Language Centre credit-bearing courses (loading student marks and feedback, booking teaching venues, and handling test administration);
- Preparing printed materials for courses and tests in terms of layout and formatting, as required.

**Financial administration and budget control**:

- Carrying out the financial administration required for daily operations in short-course portfolios and credit-bearing courses in a timeous and efficient manner and in line with SU's financial policies;
- Administering petty cash for short courses;
- Processing ad hoc payments for staff and student assistants;
- Ensuring that purchases are in line with course or service budgets;
- Assisting with internal pre-approval of purchase requisitions and expenses;
- Assisting with the Language Centre¿s annual budgeting process;
- Processing the Language Centre¿s debtor¿s report.

**Algemene administratiewe steun**:

- Bied administratiewe steun aan die Taalsentrum (bv. reël vergaderings en geleenthede, bespreek lokale, neem die notule by vergaderings, reël parkeerplek, ens.);
- Ontvang gaste, skakel met kliënte en doeltreffende hantering van e-pos
- en telefoniese navrae;
- Hou akkurate administratiewe rekords by;
- Kry lokale gereed en bied tegniese steun vir vergaderings en werksessies;
- Meld kwessies met betrekking tot gebou-infrastruktuur en -instandhouding by die US se Fasiliteitsbestuur aan;
- Registreer kwessies op die US se diensbystandsportale (IT, Menslike Hulpbronne, SUNFin, ens.);
- Behartig personeellede en besoekers se reis
- en verblyfreëlings, insluitend vir navorsingsbesoeke en konferensies;
- Hanteer bate-administrasie;
- Hanteer administrasie verbonde aan werkplekgesondheid en -veiligheid.

**Kursusadministrasie**:

- Hanteer administrasie vir kortkursusse van die Taalsentrum (bied administratiewe verkoopsbystand om deelnemers te help inskryf, registreer kursusse op die kortkursusstelsel, laai punte en/of bywoningsinligting, versoek sertifikate, ens);
- Hanteer administrasie vir kredietdraende kursusse van die Taalsentrum (laai studentepunte en -terugvoer, bespreek onderriglokale en behartig toetsadministrasie);
- Voorbereiding van gedrukte kursus
- en toetsmateriaal wat betref uitleg en formatering, soos vereis.

**Finansiële administrasie en begrotingsbeheer**:

- Hanteer die finansiële administrasie nodig vir die daaglikse bedrywighede van kortkursusportefeuljes en kredietdraende kursusse op 'n tydige en doeltreffende wyse en in lyn met die US se finansiële beleide;
- Administreer die kleinkas vir kortkursusse;
- Verwerk ad hoc-betalings vir personeellede en studente-assistente;
- Sorg dat aankope met kursus
- of diensbegrotings strook;
- Verleen bystand met die interne voorafgoedkeuring van inkooprekwisisies en uitgawes;
- Verleen bystand met die Taalsentrum se jaarlikse begrotingsproses;
- Verwerk die Taalsentrum se debiteureverslag.

Job Requirements/Pos Vereistes
- A post-matric qualification in office administration or a similar field;
- At least one year's work experience in a higher education environment;
- Experience in short course administration and/or academic course administration;
- Experience in financial administration (including invoicing, refunds and debtor administration)Proficiency in MS Office 365 (including Word, Excel, Outlook and Teams);
- Excellent interpersonal skills;
- Good verbal and written communication skills;
- The ability to work independently as well as in a team;
- Attention to detail and numeracy skills;
- Good organisational skills and the ability to adhere to deadlines.
- 'n Naskoolse kwalifikasie in kantooradministrasie of 'n verwante veld;
- Minstens 'n jaar se werkservaring in 'n hoër onderwys omgewing;
- Ervaring in kortkursusadministrasie en/of akademiese kursusadministrasieErvaring in finansiële administrasie (insluitend fakturering, terugbetalings en debiteure-administrasie);
- Vaardigheid in MS Office 365 (insluitend Word, Excel, Outlook e

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