Faculty Administrator
2 weeks ago
**Purpose**
The main purpose of this position is to proactively provide efficient and effective administrative support to all staff and students within the Faculty/Department/Section.
**Minimum Requirements**
- Grade 12
- 1-2 years of relevant experience.
- Computer literate (MS Office package -Word, Excel, PowerPoint, Teams, Outlook).
**Recommendations**
- Academic administration for undergraduate and postgraduate programmes, including academic advising.
- Experience with progress tracking of postgraduate students.
- Meeting the administration of committees.
- Show a working understanding of quality assurance and assessment, and moderate processes.
**Duties and Responsibilities**
General administration
- Provide administrative support to staff members through maintaining a filing system.
- Updating databases / data capturing.
- Answering and screening telephone calls and taking messages.
- Perform internet search to access relevant information.
- Making travel arrangements.
- Receiving visitors.
- Typing correspondence and documentation.
Meeting Administration
- Assist with arrangements and minutes of meetings as required.
Front Office Assistance
- Managing the front office / reception.
- Manage front office calls.
Financial Administration
- Processing and monitoring purchases.
- Ordering stationery & maintaining stock required for the Faculty.
- Implement and maintain a relevant document management system in relation to the procurement function.
- Receive purchase order requests from relevant parties.
- Ensure that all PO requests are signed off by the designated signatories and obtain approval.
- Matching up of PO request and original PO from ITS.
- Communicate with all vendors regarding outstanding deliveries and payment procedures.
- Clearing unpaid PO’s monthly.
- Maintain and reconcile vendor accounts.
Asset Administration
- Ensure that all new and existing assets are appropriately recorded, registered, insured, and maintained.
- Record Asset Stock Count checks every three months.
- Match up purchase order number, asset number and serial number.
Conference / Event Organising
- Assist with all logístical aspects related to all events including workshops, meetings, conferences, seminars.
- Assist with co-ordination of site visits by sponsors and auditors.
- Ensure that all necessary documentation relating to SPU travel has been completed and submitted.
- Arrange logístical requirements for all site meetings.
Client/Student Liaison
- Co-ordinate liaison between faculty’s/departments/sections.
- Respond to student/staff/visitor queries.
Examinations
- Manage appointments and payment of external moderators
- Liaise with external examiners for returning external exam papers and marks
Monitoring, Evaluation, and Reporting
- Monitor, maintain, and order office consumables.
- Monitor maintenance of office equipment.
Ad hoc duties
- Assist where needed arises within the Section/ Department or the Faculty
Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.
**Women and people with disabilities are encouraged to apply.**
**Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.
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