Faculty Administrator (P13)

Sol Plaatje University; Kimberley; On-site; ZAR 150,000 - 220,000; Full time

Job summary

A leading university seeks to appoint an Administrative Support Staff member to assist faculty and students in various administrative functions. The role involves maintaining filing systems, managing front office operations, and supporting committee administration. Candidates should possess Grade 12 and relevant experience in academic administration, showcasing strong organizational and communication skills.

Benefits

Flexible working environment

Professional development opportunities

Qualifications

• 1-2 years of relevant experience.
• Experience in academic administration or similar roles is an advantage.

Responsibilities

• Provide administrative support to staff.
• Assist with meeting arrangements and record minutes.
• Manage front office and respond to queries.

Skills

Computer literacy

Communication

Organizational skills

Education

Grade 12

Tools

MS Office

Job description

Purpose

The main purpose of this position is to proactively provide efficient and effective administrative support to all staff and students within the Faculty/Department/Section.

Minimum Requirements

• Grade 12
• 1-2 years of relevant experience.
• Computer literate (MS Office package -Word, Excel, PowerPoint, Teams, Outlook).
  
  

Recommendations

It will be an added advantage to candidates who have 1-2 years of experience in:

• Academic administration for undergraduate and postgraduate programmes, including academic advising.
• Experience with progress tracking of postgraduate students.
• Meeting the administration of committees.
• Show a working understanding of quality assurance and assessment, and moderate processes.
  
  

Duties And Responsibilities

General administration

• Provide administrative support to staff members through maintaining a filing system.
• Sending and receiving emails.
• Updating databases / data capturing.
• Answering and screening telephone calls and taking messages.
• Perform internet search to access relevant information.
• Making travel arrangements.
• Receiving visitors.
• Typing correspondence and documentation.
  
  

Meeting Administration

• Assist with arrangements and minutes of meetings as required.
  
  

Front Office Assistance

• Managing the front office / reception.
• Manage front office calls.
  
  

Financial Administration

• Processing and monitoring purchases.
• Ordering stationery & maintaining stock required for the Faculty.
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS.
• Communicate with all vendors regarding outstanding deliveries and payment procedures.
• Clearing unpaid PO’s monthly.
• Maintain and reconcile vendor accounts.
  
  

Asset Administration

• Ensure that all new and existing assets are appropriately recorded, registered, insured, and maintained.
• Record Asset Stock Count checks every three months.
• Match up purchase order number, asset number and serial number.
  
  

Conference / Event Organising

• Assist with all logistical aspects related to all events including workshops, meetings, conferences, seminars.
• Assist with co-ordination of site visits by sponsors and auditors.
• Ensure that all necessary documentation relating to SPU travel has been completed and submitted.
• Arrange logistical requirements for all site meetings.
  
  

Client/Student Liaison

• Co-ordinate liaison between faculty’s/departments/sections.
• Respond to student/staff/visitor queries.
  
  

Examinations

• Manage appointments and payment of external moderators
• Liaise with external examiners for returning external exam papers and marks
  
  

Monitoring, Evaluation, and Reporting

• Monitor, maintain, and order office consumables.
• Monitor maintenance of office equipment.
  
  

Ad hoc duties

• Assist where needed arises within the Section/ Department or the Faculty
  
  

Enquiries can be made via email at [e-mail]

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

Women And People With Disabilities Are Encouraged To Apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.