Administrative Officer at Stellenbosch University

Duties/Pligte Providing administrative, secretarial and personal assistant support to the Director, including:

Helping with, as well as planning and scheduling, the director¿s electronic diary;
Providing assistance with managing the director’s email, as well as filing email to folders in Outlook and SharePoint;
Managing all telephonic enquiries on the director’s behalf;
Maintaining an effective electronic filing system;
Collecting and preparing information for management meetings;
Receiving visitors to the ACS.

Providing administrative and financial support for the ACS in general:

Compiling monthly financial reports for ACS meetings;
Compiling travel budgets and coordinating submission thereof;
Coordination of general routine document and report submissions;
Updating and maintaining the ACS annual calendar;
Assistance with arrangements for visits and travel by director and ACS staff members;
Arrangement of internal and external meetings;
Handling reports, minutes and correspondence arising from meetings as well as coordinating follow-up actions;
Administrative support for ACS programmes as and when required (e.g. additional support for events, travel arrangements);
Coordinating of reporting requirements and deadlines for ACS colleagues.

Communication and presentations:

Liaising internally and externally (nationally and internationally);
Assisting with PowerPoint presentations (e.g. formatting and creating), reports and documents;
Establishing and maintaining accurate electronic databases as well as distribution and contact lists;
Coordinating, collating and submitting information and updates for ACS general website.

Administratiewe, sekretariële en persoonlike bystand aan die direkteur, wat die volgende insluit:

Hulpverlening met, sowel as die beplanning en byhou van, die direkteur se elektroniese dagboek;
Bystand met die bestuur van die direkteur se e-pos, en die liassering van e-pos in Outlook- en SharePoint-lêers;
Die bestuur van alle telefoniese navrae namens die direkteur;
Die instandhouding van ‘n doeltreffende elektroniese liasseerstelsel;
Die versameling en voorbereiding van inligting vir bestuursvergaderings;
Die verwelkoming van besoekers aan die ASA.

Verskaf administratiewe en finansiële ondersteuning aan die ASA in die algemeen:

Die opstel van maandelikse finansiële verslae vir ASA-vergaderings;
Die opstel van reisbegrotings en koördinering van die indiening daarvan;
Koördinering van die indiening van algemene roetinedokumente en verslae;
Die bywerk en instandhouding van die ASA-jaarkalender;
Bystand met reëlings vir besoeke en reise deur die direkteur en ander ASA-personeel;
Die reël van interne en eksterne vergaderings;
Die hantering van verslae, notules en korrespondensie wat uit vergaderings voortspruit, en die koördinering van opvolgaksies;
Die administratiewe ondersteuning van ASA-programme na gelang van vereiste (byvoorbeeld bykomende ondersteuning vir geleenthede, reisreëlings);
Koördinering van verslagdoeningsvereistes en -sperdatums vir ASA-kollegas.

Kommunikasie en aanbiedings:

Interne en eksterne skakeling (nasionaal en internasionaal);
Bystand met PowerPoint-aanbiedings (soos skepping en formatering), verslae en dokumente;
Skepping en instandhouding van akkurate elektroniese databasisse en verspreidings- en kontaklyste;
Koördinering, samestelling en indiening van inligting en bywerkings vir ASA se algemene webblad.

Job Requirements/Pos Vereistes

A relevant administrative or relevant tertiary qualification on NQF level 6;
At least five years’ administrative/personal assistant experience;
Experience of organising international travel and knowledge of international travel and its requirements;
Impeccable integrity and discretion to work with confidential information;
Excellent verbal and written communication skills in English for all external communication with high-level and international colleagues;
Excellent interpersonal relationships with students, colleagues and other stakeholders;
Excellent intercultural skills to work across national and international contexts and communities;
The ability to work effectively and professionally under pressure in a calm manner;
The ability to work in a team;
Proven organisational, planning, prioritising and administrative skills;
Proven ability to draft agendas and compile minutes of meetings;
High level of proficiency in MS Office ¿ Word, Excel, PowerPoint, Outlook and MS Teams;
The ability to organise, coordinate and participate in online meetings (on MS Teams and Zoom);
The ability to conduct effective online research on various topics;
Numerical skills and the ability to work with financial information;
The ability to exercise appropriate judgement and solve problems;
Proven ability to work with high attention to detail and maintain confidentiality;
The ability to use own initiative and be self-motivated.

‘n Toepaslike sekretariële/administratiewe tersiêre kwalifikasie op NKR-vlak 6;
Minstens vyf jaar se werkservaring as administrateur of persoonlike assistent;
Kennis van internasionale reis en reisvereistes en kennis daarvan om internasionale reise te reël;
Onberispelike integriteit en diskresie om met vertroulike inligting te werk;
Uitstekende skriftelike en mondelinge kommunikasievaardighede in Engels vir alle eksterne kommunikasie met hoëvlak- en internasionale kollegas;
Uitstekende interpersoonlike verhoudings met studente, kollegas en ander belanghebbendes;
Uitstekende interkulturele vaardighede om oor nasionale en internasionale omgewings en gemeenskappe heen te werk;
Die vermoë om doeltreffend, professioneel en kalm onder druk te werk;
Die vermoë om in ‘n span te werk;
Bewese organisatoriese-, beplannings-, prioritiserings- en administratiewe vaardighede;
Bewese vermoë om agendas op te stel en notules te skryf;
Vaardig in MS Office – Word, Excel, PowerPoint, Outlook en MS Teams;
Die vermoë om aanlyn vergaderings (MS Teams en Zoom) te reël, te koördineer en daaraan deel te neem;
Die vermoë om doeltreffende aanlyn navorsing oor verskillende onderwerpe te doen;
Syfervaardighede en die vermoë om met finansiële inligting te werk;
Goeie oordeelsvermoë en probleemoplossingsvaardighede;
Bewese vermoë om na fyn besonderhede op te let en vertroulikheid te handhaaf;
Die vermoë om inisiatief aan die dag te lê en selfgemotiveerd te werk.

Recommendation/Aanbeveling

At least five years’ relevant experience at a higher education institution;
Knowledge of Stellenbosch University;
Knowledge of foreign languages, particularly French and Portuguese;
Knowledge of other official South African languages;
A mature, energetic individual with experience of working as a personal assistant/administrator in diverse and multicultural environments;
Proven experience in database management;
Experience with accessing, capturing and compiling financial information.

Minstens vyf jaar se toepaslike ervaring by ‘n hoëronderwysinstelling;
Kennis van die Universiteit Stellenbosch;
Kennis van vreemde tale, veral Frans en Portugees;
Kennis van ander amptelike Suid-Afrikaanse tale;
‘n Volwasse, energieke individu met ervaring as persoonlike assistent/administrateur in diverse en multikulturele omgewings;
Bewese ervaring van databasisbestuur;
Ervaring van die verkryging, vaslegging en samestelling van finansiële inligting.

Closing Date: 21-Dec-2022

HOW TO APPLY

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