Office Manager

4 weeks ago

Bloemfontein, South Africa University of the Free State Full time

Job Title
- Office Manager (post level 10/11) (Contract appointment: 1 year): Department of Institutional Advancement (Job ID 6065)
- Organizational Unit
- University of the Free State -> Rector and Vice
- Chancellor -> Institutional Advancement
- Contract Type
- Contract
- Occupational Level
- Junior Management
- Location
- Bloemfontein Campus - Bloemfontein, FS ZA (Primary)
- Closing Date
- 13/3/2025
- Description

**Duties and responsibilities**:

- Maintain administrative workflow in consultation with the Director and by developing administrative procedures.
- Make travel and accommodation arrangements for the Director.
- Arrange meetings for the Director, including refreshments and the preparation of venues for meetings.
- Maintain digital and physical records for the Director.
- Assist with the hosting of Institutional Advancement guests.
- Order office supplies and keep track of office inventories.
- Serve as liaison with technical support staff for office equipment.
- Organise office repair logistics and procurement.
- Schedule Institutional Advancement department meetings.
- Schedule Development Committee meetings and assists in circulating documents.
- Prepare agendas and takes notes at Institutional Advancement department meetings and archives proceedings.
- Provide secretariat support for Executive Committee of Convocation meetings.
- Identify and communicate administrative challenges.
- Resolve administrative workflow issues and assists with Purchase Orders when needed.
- Maintain continuity of work operations by documenting and communicating needed actions to the Director.
- Support the on-boarding of new Institutional Advancement staff members. For example, by ensuring they have keys, access cards, IT equipment and assisting line-heads in on
- boarding of new colleagues through campus introductions, and general support.
- Assist with administrative and organisational tasks.
- Relay information on cleaning of the IA offices between Facilities Management and Institutional Advancement.

**Inherent Job Requirements**
- Bachelor’s degree or an Advanced diploma/ BTech degree/ Postgraduate certificate on NQF Level 7.
- A minimum of two (2) years’ relevant working experience relating to the duties and responsibilities.

**Recommendations**
- Experience working in a Higher Education environment.
- Competencies

**Key Competencies Required**:

- **Results oriented.**:

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to be reliable, responsible, dependable and to fulfil obligations.
- **Strategic thinking.**:

- The ability to deal with several activities at a time.
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
- **Business Acumen**:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
- Knowledge of Outlook.
- Strong English writing skills
- Good communication skills
- Knowledge of CRM databases (we use DevMan).
- **Leading.**:

- The ability to maintain high levels of personal motivation, energy, and enthusiasm.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
- **Building coalitions**:

- The ability to make decisions through consultation, collaboration, and working with close supervision.
- The ability to interact with others and establish personal connections with people.

**Required Documents**
- A detailed curriculum vitae and cover letter.
- Copies of qualifications or proof of qualifications obtained (please provide the SAQA accreditation in the case of foreign qualifications).
- A copy of your identity document (SA ID or passport for foreign nationals).
- Proof of registration with a Professional Body (if required).
- A copy of your driver’s license (if required).
- Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

**Assumption of duties**:
As soon as possible.

**Closing date**:
13 March 2025.

**Salary**:
The salary is available on request.

**Fringe benefits**:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

**Enquiries**:
**General**:
EEA13_EE Plan UFS 1 March 2022 (003).pdf

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