Departmental Assistant to The Manager

4 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Responsible for the operational and administrative support to the ADE Manager, as well as supporting the ADE Division-related functions as mentioned above;- Providing administrative and personal assistant support to the ADE Manager;- Providing an excellent client-centred service through tact and diplomacy to, amongst others, members of the Rectorate and Registrar's Division, academics,

professional and support service staff, students, alumni, other members of the public, donors and supporters of the University, including the Executive

Committee (ExCo) of the Convocation.This includes dealing with enquiries by providing the relevant information in the required format, or referring the enquiry to the correct person(s) within theDivision; and resolving, where practicable, enquiries from the Convocation ExCo;Functioning as official communication channel for the ADE team, Faculty Forum, Convocation ExCo, and relevant stakeholders to ADE;-
- Assisting with arrangements for alumni and donor functions as it pertains to involving the ADE team, including the Convocation AGM and the Faculty Forums;-
- Responsible for informing the ADE Manager of any important and urgent matters that require attention. Making decisions in crises / difficult situations in theabsence of the Manager;Handling confidential and serious matters on behalf of the ADE Manager with discretion, professional maturity and judgement, particularly regarding HR-relatedmatters;Alerting the ADE Manager of important activities/meetings/dates relating to the office, and managing the ADE Manager's calendar;-
- Coordinating follow-up actions arising from meetings and minutes of those meetings;-
- Liaising, organising and coordinating functions related to the portfolio;- Compiling minutes, and drafting documents, including reports and presentations, in support of the ADE Manager;

Performing routine administrative tasks such as:
- Preparing documents;-
- Sending out memoranda;-
- Compiling agendas and taking minutes in ADE Status and other meetings as required;-
- Managing distribution lists;-
- Drafting and formatting letters-
- Photocopying, compiling and preparing information packs as need be.-
- Making timeous arrangements for national and international travel, transport and accommodation;-
- Creating and maintaining an effective electronic (and hard copy where appropriate) record-keeping (filing) system;-
- Processing payments and reconciling all credit card and other payments accordingly, in consultation with the Finance Division.Job Requirements/Pos Vereistes
- Bachelor's degree or other relevant qualification, and at least five years' relevant secretarial and/or administrative experience at management level;- Good interpersonal skills with effective verbal and written communication skills, and good telephone etiquette;- Secretarial and administrative experience gained within a university or corporate environment with the necessary ability to excel under pressure and

meet deadlines;Some online eventing or broadcasting exposure and experience;- The ability to administratively manage an office independently with mínimal supervision;- Knowledge and extended experience in the use of administrative and financial computer systems;- Proven high-level proficiency in MS Office (Word, Excel, PowerPoint, and Outlook);- Strong organisational skills with the ability to function with high energy and drive, often under pressure;- The ability to use discretion in cases of unclear instructions/ arrangements- Excellent interpersonal relationship skills in the context of engaging with a diversity of role players;- Excellent reading, writing, and verbal communication skills in English and at least one other official South African language, and the ability to liaise with

individuals at all levels, both within and outside the University;The ability to do research and compile draft documents where required;- The ability to function in a multilingual and diverse environment;- The required knowledge and skills to build and maintain relationships in order to gain support for initiatives and objectives;- The ability to think ahead and to take initiative, especially with regard to managing the ADE Manager's calendar of activities - particularly communication-related

tasks;The ability to act with integrity and to maintain confidentiality;- Excellent time management and multi-tasking skills;
- A solution-driven approach to problems.

Recommendation/Aanbeveling
- **Previous work experience in a higher education environment;**:

- ** Knowledge of the University's administrative and financial systems;**:

- ** Knowledge of the general functioning and structure of Stellenbosch University.**:

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