Administrative Officer

1 week ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Assisting with following up with unregistered students to ensure that they are re-registered;
- Loading marks for undergraduate and postgraduate modules;
- Requesting changes to student records;
- Ensuring that assessments are timeously scheduled according to standard operating procedures;
- Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders;
- Distributing online clinical platform surveys to students when requested by the programme coordinator;
- Submitting relevant information on University systems;
- Distributing accurate class lists and maintaining attendance registers;
- Coordinating the acquiring of student academic wear as per Faculty booklet and programme requirements;
- Managing, uploading, coordinating, and scheduling academic activities of the programme;
- Uploading and downloading learning material on University systems / providing support to students and lecturers;
- Scheduling meetings, department diaries, managing invitees, preparing the agenda, minute taking, distributing minutes and action points;
- Providing general office support to the Department, handling electronic communication, and / or telephone calls;
- Assisting with the dissemination of relevant information to students / stakeholders;
- Facilitating travel and accommodation arrangements of academic staff;
- Providing administrative support within the Department as directed by the HOD;
- Processing University access cards and access control;
- Logging maintenance calls if and when required;
- Facilitating and coordinating visitor administration, which includes parking arrangements and receiving visitors;
- Facilitating marketing material, brochures, flyers and promotional items through the Faculty's Marketing and Communication Division;
- Assisting with obtaining copyright permissions for articles to be used by facilitators;
- Coordinating student seating and workstation allocations;
- Assisting with the onboarding of new staff and scheduling training and development interventions on request of the HOD;
- Assisting with the processing of D20 and/or ad hoc requisitions;
- Providing administrative support for fixed-term contract appointments.

Job Requirements/Pos Vereistes
- Higher certificate in office administration (NQF 5) or similar;
- Up to two years' experience in general office administration;
- Relevant experience in student administration at a tertiary institution would be advantageous;
- Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience, or on the job training;
- Basic knowledge and skill of Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.

Recommendation/Aanbeveling
- Knowledge of policy and procedures related to university administration will be advantageous;
- Relevant experience in student administration at a tertiary institution will be advantageous;
- A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and Research Administration systems will be advantageous.

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