Operations and Administration Coordinator

Duties/Pligte

We are seeking an experienced and proactive professional to manage operational, administrative, and financial tasks within the Faculty.

This role involves a combination of financial oversight, facilities management, occupational health and safety responsibilities, and strategic support to the Faculty Director in the Dean's Office.

**Financial Administration**- Collecting and analysing financial data, advising the Director and Executive on internal and external financial impacts and operational strategies.- Assisting the Director in annual budgeting, financial forecasting, risk analysis, and fund allocation.- Assisting with monitoring fund availability and ensuring proper allocation of funds for all projects across the Faculty.- Supporting faculty-level strategic projects through financial administration and tracking.- Preparing financial reports to support strategic decision-making.- Providing timely and accurate information to key stakeholders and ensuring compliance with the University's financial policies, internal controls, and statutory requirements.

**Facilities and Asset Management**- Providing support in the management of Faculty facilities, ensuring optimal environment for learning, teaching and research.- Assisting with procurement, asset management, and maintenance of the asset register.- Liaising with Facilities Management for space utilisation and service provision.- Managing access control and assisting with security monitoring of the Dean¿s Division.- Assisting with the monitoring of asset movement, facility upgrades, and infrastructure support.

**Occupational Health and Safety**- Serving as the Health and Safety representative for the Dean¿s Office.- Maintaining health and safety documentation and assisting departments with regulatory compliance and audits.- Together with the Director, coordinating safety meetings and managing the digital repository for health and safety records.- Ensuring Faculty-wide compliance and adherence to safety protocols and sustainability practices.

**Strategic and Operational Support**- Providing direct administrative and operational support to the Director and Dean¿s Office.- Assisting with the drafting and monitoring of departmental personnel plans and their staff budgets, within the allocated funding framework.- Supporting Faculty-wide strategic initiatives and tracking progress.- Drafting reports, managing internal communications, and ensuring alignment with institutional policies.- Standing in for the Director: Faculty Management when required.

**General Administration and Ad Hoc Support**- Coordinating and managing as applicable: meeting schedules, agendas, minutes, action tracking, and document workflows; maintaining accurate records and ensuring timely follow-through.- Responsible for overseeing planning and executing Faculty events end-to-end (logistics, communications, vendor liaising, post-event reporting) and coordinating cross-coverage for key

administrative functions during staff absences.Contributing to ad hoc projects for the Faculty, and engaging in continuous learning initiatives as needed.

Job Requirements/Pos Vereistes**Qualifications**
A tertiary qualification (at NQF Level 8 or higher) in business management, administration, finance, operations management, **or** in a natural science-related field with a strong operations, finance,

and administration background; **or** the equivalent to any of the aforementioned.
- **Experience**

At least five years' experience in operations, financial, administration and management, preferably in a higher education environment.
- **Operations and Management Skills**
Proven track record in operational, human resources and financial administration and management, ideally within the university sector.
- **Technical Knowledge**

An understanding of financial regulations and university systems (e.g., SUNFin, SUNStudent).

Familiarity with the South African Higher Education funding model.
- **Communication and Interpersonal Skills**

Excellent written and verbal communication skills in English.

Strong coordination, problem-solving, and conflict-resolution abilities.

Proven ability to engage effectively to engage with stakeholders at all levels, both within and outside the University.

Exceptional interpersonal and team collaboration skills.
- **Personal Attributes**

The ability to work independently, manage multiple tasks simultaneously, and take initiative in a fast-paced environment.

Demonstrated leadership and staff development abilities.

Strong analytical, strategic thinking, and organising skills.

The ability to pay attention to detail and function under pressure without compromising accuracy.

Excellent time management skills and the ability to maintain confidentiality.

Recommendation/Aanbeveling- A working knowledge of academic and financial administration systems in a tertiary environment.- A proactive and innovative approach to improving operational processes.- In-depth kno