Administrative Officer C (Post Level 12)

Stellenbosch University; Stellenbosch; On-site; ZAR 260,000 - 360,000; Full time

Job summary

Stellenbosch University’s Dean's Division in the Faculty of Engineering invites applications for an Administrative Officer C (Post Level 12) at Stellenbosch Campus. The role supports the dean and vice-deans with diary management, secretarial tasks, travel and events.

Applicants should have a Grade 12, a post-school admin qualification, 3+ years in a similar role, and strong English/Afrikaans skills with MS Word/Excel/Outlook proficiency. SUNStudent knowledge is a plus.

Qualifications

• Grade 12 qualification.
• Post-school qualification relevant to the duties described.
• At least three years' experience in a similar position.
• Experience with financial systems such as Oracle Finance.
• Fluent English and good Afrikaans communication.
• Proficient in MS Word, Excel and Outlook for administrative tasks.

Responsibilities

• Reception and switchboard duties; handle enquiries and direct visitors.
• Manage diary and provide secretarial support to the Dean's Division.
• Support vice-deans and dean's personal assistant as needed.
• Arrange meetings, travel, and functions for the Dean's Division.
• Maintain filing systems and handle courier/shipping tasks.
• Assist with financial administration including quotations, orders, reimbursements and salary/wage requests.
• Support SUNStudent-related processes and university administration as needed.

Skills

English fluency

Afrikaans ability

Interpersonal skills

Organisational skills

SUNStudent knowledge

Stellenbosch University environment

Education

Grade 12

Post-school qualification in administration

Tools

Oracle Finance

MS Word

MS Excel

MS Outlook

Job description

Department Description/Departement Beskrywing

Faculty of Engineering

Dean's Division

Administrative Officer C (Post Level 12)

(Stellenbosch Campus)

Ref. ING00/332/1026

The Dean's Division in the Faculty of Engineering at Stellenbosch University (SU) operates as the central management hub of the Faculty, where it provides strategic and operational direction.

It facilitates several staff and student support functions for the Faculty and manages all shared facilities across the Faculty.

Duties/Pligte

• Reception and switchboard:
• Professional handling of switchboard and general enquiries.
• Receiving students, staff and visitors.
• Access control and monitoring at the entrance.
• Correctly referring students and visitors to the appropriate departments, divisions or other staff.
• Making arrangements for appointments with appropriate staff in the Dean's Division when necessary.
• Administrative support:
  • Supporting the faculty director with diary management and basic secretarial services.
  • Providing secretarial and administrative support to vice-deans in relation to their functions as vice-deans.
  • Supporting the personal assistant of the dean where necessary.
  • Assisting with making arrangements for functions and meetings of the Dean's Division.
  • Maintaining effective filing systems for own use as well as for other members of the Dean's Division.
  • Courier shipments on behalf of the Dean's Division.
  • Finalising travel arrangements for the vice-deans and the faculty director (bookings, registration for congresses, visa applications, daily allowances, foreign exchange, etc.).
  • Arranging the year-end function for the administrative and technical staff.
  • Assisting bursars to arrange appointments with students as needed.
  • Assisting with returning the lost property of students to them.
  • Performing other ad hoc administrative duties as and where necessary.
  • Financial administration:
    • Obtaining quotations and placing orders for the Dean's Department on request.
    • Receiving all goods and completion of services.
    • Handling reimbursement claims from Dean's Department activities.
    • Submitting salary and wage requests.
    • Supporting the Engineering Student Council and the Engineering Winterweek Committee with enquiries, orders and general financial management.
    • Assisting with financial management and reports in conjunction with the Faculty Director.

Job Requirements/Pos Vereistes

• At least a Grade 12 qualification.
• An after-school qualification relevant to the duties described above.
• At least three years' experience in (a) similar position(s).
• Good experience with using financial systems such as Oracle Finance or other similar systems.
• Fluent communication ability in English and acceptable communication ability in Afrikaans.
• Very good computer skills in MS Word, Excel and Outlook to complete administrative tasks efficiently.
• Strong interpersonal and organisational skills.
• Good knowledge of the Stellenbosch University environment.
• The ability to provide a professional and friendly service under pressure.

Recommendation/Aanbeveling

• Knowledge and experience of student administration within an engineering / science, or technical research environment; and/or
• Experience with Stellenbosch University's student administration system (SUNStudent).

The University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan. Only South African citizens from the designated groups will be considered for appointment.

Stellenbosch University reserves the right not to make an appointment.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

If you have received no feedback from the University after four to six weeks of the closing date, kindly accept that your application was unsuccessful.

Enquiries/Navrae

Enquiries about this post: Mr Enzo D'Aguanno on 021 808 3742, or at [e-mail]

Enquiries about remuneration/benefits and technical assistance with the electronic application process: Human Resources Client Services Centre, on 021 808 2753 (Stellenbosch), or 021 938 9636 (Tygerberg), or at [e-mail]

CurrencyZAR Commencement Date01-Jan-2027 Closing Date13-Nov-2026 Amount of Travel Work At Home