Administrative Officer C: Short Courses (Post Level 10)

Stellenbosch University; Stellenbosch; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading South African university located in Stellenbosch is seeking an Administrative Officer for short courses. This role involves coordinating course logistics, serving as the main contact for participants and instructors, and managing course registrations. The successful candidate will have strong administrative skills and a post-matric qualification in business administration. This position starts on February 1, 2026.

Qualifications

• A post-matric qualification in business administration or financial administration, or administrative office management.
• At least one year's administrative experience at a higher education institution.
• Excellent verbal and written communication skills in English.

Responsibilities

• Coordinating the short courses within the Department.
• Serving as the primary point of contact for course participants and instructors.
• Maintaining accurate and up-to-date records of course registrations.

Skills

Strong computer proficiency

Verbal and written communication skills in English

Interpersonal and organizational skills

Ability to work under pressure

Initiative and task management

Education

Post-matric qualification in business administration or financial administration

Experience at a higher education institution

Tools

Microsoft Office (Word, Excel, Outlook)

SU's central financial and personnel systems (e.g., SUNFin, SUNStudent, Oracle)

Job description

Overview

Department Description/Departement Beskrywing

Faculty of Engineering

Department of Civil Engineering

Administrative Officer C: Short Courses (Post Level 10)

(Stellenbosch Campus)

Ref. ING05/283/1025

The Civil Engineering Department is an academic unit within the Faculty of Engineering at Stellenbosch University (SU).

It is responsible for undergraduate and postgraduate teaching, research, and community engagement in civil engineering disciplines.

The unit contributes to the University's mission by producing skilled graduates and advancing knowledge through applied research.

Fakulteit Ingenieurswese

Departement Siviele Ingenieurswese

Administratiewe Beampte: C Kort-kursusse (Posvlak 10)

(Stellenbosch-kampus)

Verw. ING05/283/1025

Die Departement Siviele Ingenieurswese is 'n akademiese eenheid binne die Fakulteit Ingenieurswese by die Universiteit Stellenbosch (US).

Dit is verantwoordelik vir voorgraadse en nagraadse onderrig, navorsing en gemeenskapsbetrokkenheid in die dissiplines van siviele ingenieurswese.

Die eenheid dra by tot die Universiteit se missie deur vaardige gegradueerdes op te lei en kennis te bevorder deur toegepaste navorsing.

Responsibilities

• 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.

• 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.

Qualifications

• Knowledge of SU's central financial and personnel systems (e.g., SUNFin, SUNStudent, Oracle).

• 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.
• Sterk interpersoonlike en organisatoriese vermoëns.
• 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.

How To Apply / Hoe Om Aansoek Te Doen

#PSS

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.

The University reserves the right not to make an appointment.

Your application, comprising a comprehensive curriculum vitae (including the names and email addresses of at least three references) , must reach the University before or on the closing date in the advertisement.

Apply online at by clicking "Apply now" at the top to the right of the page for the specific vacancy.

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.

Die Universiteit Stellenbosch is tot gelyke indiensneming (GI) verbind, en aanstellings word ooreenkomstig die institusionele GI-plan gemaak. Slegs Suid-Afrikaanse burgers uit die aangewese groepe sal vir aanstelling oorweeg word.

Die Universiteit Stellenbosch behou die reg voor om nie 'n aanstelling te maak nie.

U aansoek moet vergesel wees van 'n volledige curriculum vitae (met die name en e-posadresse van minstens drie referente) en moet die Universiteit voor of op die sluitingsdatum in die advertensie bereik.

Doen aanlyn by aansoek deur op " Apply now" regs boaan die bladsy vir die spesifieke vakature te klik.

Die Universiteit behou die reg voor om kwalifikasies na te gaan en agtergrondinligting oor alle kandidate in te win.

Indien u nie binne vier tot ses weke na die sluitingsdatum van die Universiteit verneem nie, aanvaar asseblief dat u aansoek onsuksesvol was.

Enquiries/Navrae

Enquiries about this post: Mrs Davina Mentoor on 021 808 4070, or at

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]

Navrae oor hierdie pos: Mev. Davina Mentoor by 021 808 4070, of by

Navrae oor vergoeding/voordele en tegniese ondersteuning met die elektroniese aansoekproses: Menslike Hulpbronne Kliëntedienssentrum, by 021 808 2753 (Stellenbosch), of 021 938 9636 (Tygerberg), of by

Currency ZAR

Commencement Date 01-Feb-2026

Closing Date 18-Nov-2025

Amount of Travel

Work At Home