Administrative Officer

7 days ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte

**Overall administration of the capacity building programme**Administration of the annual capacity building calendar of the Postdoc Office;- Initiating marketing and visibility of training offerings in a timely manner;- Coordinating venues and logistics related to training (engaging with facilities managers for hiring of venues);- Processing and managing all the invoicing from facilitators (coordinating invoicing and timely submission of invoices and quotes);-
- Advertising postdoc positions: reviewing advertisements, advising on wording and content, and posting onto the website;- Maintaining up-to-date information regarding the training calendar on the website;- Maintaining an information database for reporting purposes:
- Signup data from postdocs to analyse participation as well as feedback from training;-
- Updating spreadsheets and databases to track, analyse and report on performance of workshop participants.**Managing communication with postdocs, facilitators and other stakeholders**Logistical administration of the capacity building programme:
- Communicating with postdocs (advertising, managing sign-ups and RSVPs).-
- Coordinating the postdoc distribution list and all communication initiatives;- Handling correspondence and queries regarding training as well as general enquiries;- Liaising with the Postgraduate Office and other internal role players such as the International Office and the Contracts Office.

**Supporting strategic initiatives**Supporting the Deputy Director: Postdoctoral Research Support in campus initiatives to integrate postdocs into the university community:
- Performing administrative tasks related to the annual participation of postdocs in the Welcoming Programme of the University;-
- Participating in the activities coordinated with Development and Alumni Relations;-
- Participating in joint programmes with the Centre for Student Communities to integrate postdocs in the University.-
- Supporting strategic initiatives by the Deputy Director: Postdoctoral Research Support related to growing the numbers of postdoctoral research fellows at

Stellenbosch University through engagement with bilateral partners in Africa and internationally.Performing general administrative tasks related to SUs postdoctoral support services as required by line management.

Job Requirements/Pos Vereistes

**A relevant degree; with at least one year's experience in**:
Administrative support of capacity building programmes;- Project management within higher education training programmes;- Working with enterprise systems in higher education;- General administration in the higher education landscape.

**Technical competencies**:
Microsoft Office suite;- Data handling and analysis for reporting processes;- Social media platforms;- Strong written and verbal communication skills;- Strategy and planning skills;- Good use of project management principles.

**Behavioral competencies**:
Interpersonal skills;- Working under pressure;- Time management;- Emotional intelligence;- Team work;- Diversity and open-mindedness;- Attention to detail and a strong focus on quality.

Recommendation/Aanbeveling- At least one year's experience in the administration of postgraduate training programmes;- At least one year's experience in international stakeholder engagement;- A project management qualification.

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