Office Coordinator

3 weeks ago

Bellville, South Africa University of the Western Cape Full time

**The Finance & Services Directorate **plays a pivotal role in the smooth running of the university. We seek to employ a knowledgeable and resourceful individual with confidentiality, initiative, tact, maturity and independent judgement.

**Reporting to the Executive Director: Finance & Services, **the appointee’s duties will include:

- Smooth operations of the Executive office,
- Attend to demands from various faculties, staff and stakeholders,
- Preparation of accurate and articulated reports/documentation and timely distribution,
- Ad hoc projects that includes appropriate research and information gathering, submission of documentation according to required specifications, etc.,
- Coordinating tasks with reporting directors and executive members,
- Communication with internal and external stakeholders,
- Manage and co-hosting of events,
- Review of contracts and documentation for quality control,
- Time and diary management,
- Travel arrangements including extensive overseas travel across multiple zones,
- Managing meeting packs, agendas and minutes,
- Support to project management teams,
- Exchanging sensitive information in an unbiased manner in the appropriate formats to designated individuals/stakeholders,
- Fostering relationships with stakeholders and maintain level of diplomacy,
- Assist staff due to broad skills and knowledge of the portfolio,
- Develop presentations based on conceptual and directional input,
- Drafting formal documentation in the context of situations for approval,
- Producing mails on the Executive Directors behalf,
- Providing feedback on tasks and areas for improvement,
- Multiple time zones, ever mindful of the executive's objectives and incorporating relevant deadline planning and desk time to maximise effectiveness,
- Meeting organisation - including coordinating, preparing agenda and supporting papers, taking minutes, tracking action items arising to completion and maintaining detailed records,
- Preparation of correspondence, reports, presentations and research, standardised formatting of documentation,
- Providing support to the project management teams,
- Filtering through information and providing accurate description of events and occurrences in a sensitive and unbiased manner,

**Minimum Requirements**
- A relevant Degree or equivalent NQF 7
- At least 5 year’s appropriate experience
- Sound knowledge of the Higher Educational environment would be advantageous.

**Skills and Competencies**
- Sound written and oral communication skills,
- Honesty, integrity and trustworthiness,
- Has a high standard of performance, coupled with a professional and positive attitude.-
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