Administrative Officer C: Short Courses

Duties/Pligte

• Coordinating the short courses within the Department. Organising short courses, including room bookings, materials preparation, and ensuring that all logistical aspects are handled efficiently.
• Serving as the primary point of contact for course participants and instructors. Handling inquiries, providing course information, and ensuring clear communication regarding course schedules,

changes, and requirements.

• Coordinating the Short Course Registration and Administration process and all administrative aspects of event planning for various short courses.
• Maintaining accurate and up-to-date records of course registrations, attendance, and completions. Ensuring that all data is securely managed and readily accessible for reporting and analysis.
• Coordinating the preparation and distribution of course materials. This includes handouts, instructional guides, and digital resources.
• Assisting in the collection and analysis of feedback from participants and instructors to help improve course content and delivery.
• Performing general administrative tasks such as filing, photocopying, and managing email correspondence related to short courses.
• Coordinating invoicing, budget control, processing payments, and tracking expenses related to course administration. Preparing financial reports as needed.
• Arranging travel bookings, meetings, courses, and seminars, and ensuring that all logistical aspects are handled efficiently.

• Performing additional tasks related to the administration of short courses, adapting to the evolving needs of the Department.

• Koördinering van die kortkursusse binne die Departement. Organisering van kortkursusse, insluitend kamerbesprekings, voorbereiding van materiaal en om te verseker dat alle logistieke aspekte

doeltreffend hanteer word.

• Dien as die primêre kontakpunt vir kursusdeelnemers en -instrukteurs. Hanteer navrae, verskaf kursusinligting en verseker duidelike kommunikasie rakende kursusroosters, veranderinge en

vereistes.

• Koördineer die kortkursus-registrasie- en administrasieproses, asook alle administratiewe aspekte van die beplanning van verskeie kortkursusse.
• Handhaaf akkurate en bygewerkte rekords van kursusregistrasies, bywoning en voltooiings. Verseker dat alle data veilig bestuur en maklik toeganklik is vir verslagdoening en ontleding.
• Koördineer die voorbereiding en verspreiding van kursusmateriaal, insluitend handboeke, onderriggidse en digitale hulpbronne.
• Hulpverlening met die insameling en ontleding van terugvoer van deelnemers en instrukteurs om die kursusinhoud en -aanbieding te verbeter.
• Verrig algemene administratiewe take soos lêerwerk, fotokopiëring en die bestuur van e-poskorrespondensie wat verband hou met kortkursusse.
• Koördineer fakturering, begrotingsbeheer, verwerking van betalings en die nasporing van uitgawes wat verband hou met kursusadministrasie. Voorbereiding van finansiële verslae soos benodig.
• Reël reisbesprekings, vergaderings, kursusse en seminare en verseker dat alle logistieke aspekte doeltreffend hanteer word.
• Verrig bykomende take wat verband hou met die administrasie van kortkursusse, en pas aan by die veranderende behoeftes van die Departement.

Job Requirements/Pos Vereistes

• A post-matric qualification in business administration or financial administration, or administrative office management.
• Knowledge of SU's central financial and personnel systems (e.g., SUNFin, SUNStudent, and Oracle).
• Strong computer proficiency, particularly in Microsoft Office (Word, Excel, and Outlook).

• At least one year's administrative experience at a higher education institution.

• 'n Ná-matriek kwalifikasie in besigheid administrasie of finansiële administrasie, of administratiewe kantoor bestuur.

• Grondige kennis van die Universiteit Stellenbosch se sentrale finansiële en personeelstelsels (bv. SUNFin, SUNStudent en Oracle).
• Uitstekende rekenaarvaardighede, veral in Microsoft Office (Word, Excel en Outlook).
• Minstens een jaar se administratiewe ervaring binne 'n hoër onderwysinstelling.

Recommendation/Aanbeveling

• Familiarity with SU's short course systems.
• Understanding of SU's financial policies and procedures.
• Experience in an educational and event managing environment is highly advantageous.
• Excellent verbal and written communication skills in English.
• Strong interpersonal and organisational abilities.
• The ability to work under pressure, both independently and as part of a team.

• Initiative and capability to manage tasks effectively.

• Vertroudheid met die US se kortkursusstelsels.

• Begrip van die US se finansiële beleide en prosedures.
• Ervaring in 'n opvoedkundige en geleentheidsbestuursomgewing sal as 'n groot voordeel beskou word.
• Uitstekende mondelinge en skriftelike kommunikasievaardighede in Engels.
• Sterk interpersoonlike en organisatoriese vermoëns.
• Die vermoë om onder druk te werk, beide onafhanklik en as deel van 'n span.
• Inisiatief en die vermoë om take doeltreffend te bestuur.