Administrative Officer

1 week ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte

**A. Financial administration**:
Basic financial administration, including requesting quotes, placing orders and submitting invoices for payment;- Managing stationery and cleaning material stock purchasing;- Managing the shipment of parcels using courier services;- Liaising with the divisions of purchasing and procurement, financial services and the vehicle fleet;- Managing all departmental requests related to travel and conference attendance, as well as travel-related claims (in compliance with SU's policy).

**B. General administrative support**:
Managing access control of visitors to the Department;- Reception of official and ad hoc_ _visitors;-
- Receiving official deliveries to the Department, and correctly handling and distributing it to the relevant receiver;- Managing and coordinating effective communication channels to both departmental personnel and other stakeholders;- Providing support for maintaining the departmental website.

**C. Secretarial support**:
Scheduling and administering assigned departmental activities (i.e., planned meetings, social functions) as needed;- Providing secretarial support for meetings (i.e., preparing agendas and meeting materials, taking minutes, compiling minutes);- Keeping accurate administrative records for the Department on MS Teams and/or SharePoint;-
- Providing secretarial support to the HoD and the departmental manager as needed;- Acting as internal and external liaison with stakeholders;- Providing general assistance with ad hoc_ _tasks.

**D. Administrative support of **teaching, learning and assessment (TLA)-related** activities**:
Assisting with teaching, learning and assessment (TLA)-related administration (including preparing and submitting TLA-related reports);- Providing TLA-related administrative support (i.e., preparing and managing teaching and assessment materials, administration of marks) as needed;- Effectively managing and directing general student-related queries;- Maintaining the cloud-based repository of TLA-related materials.

Job Requirements/Pos Vereistes- A post-matric secretarial or administrative qualification (or equivalent);-
- At least five years' secretarial and/or administrative experience;-
- Excellent and demonstrable general computer literacy and proficiency in the use of the Microsoft Office packages (Word, Excel, PowerPoint, Outlook, Teams and OneDrive)including the use ofcloud-based features.;Outstanding interpersonal skills and the ability to work as part of a team, and to liaise appropriately with individuals at management and other levels, both within and outside the University.-
- Effective planning, organisational and prioritisation skills;-
- The ability to work under pressure and to adhere to deadlines without compromising accuracy;-
- The ability to respect and manage confidentiality;Excellent verbal and written communication skills in English.Recommendation/Aanbeveling- A general working knowledge of scientific terminology;- Knowledge and experience of the University's financial, administration and information systems;- Prior experience of administration work at a higher education institution;- Excellent spoken and written communication skills in Afrikaans.

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