Operations and Administration Coordinator

Stellenbosch University; Stellenbosch; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading South African university is seeking an Operations and Administration Coordinator for its Faculty of Science. The role requires a tertiary qualification and at least five years of experience in financial administration within a higher education setting. Responsibilities include financial monitoring, facilities management, and strategic operational support. The ideal candidate will have strong communication and analytical skills, as well as proficiency with Microsoft Office and university systems. This full-time position is based in Stellenbosch.

Qualifications

• A minimum of five years experience in operations and financial administration, preferably in higher education.
• Strong operations-finance-administration background in relevant fields.

Responsibilities

• Manage financial data and advise on operational strategies.
• Support faculty strategic projects with financial tracking.
• Ensure compliance with health and safety protocols and regulations.

Skills

Operational financial administration

Communication skills

Problem-solving abilities

Analytical skills

Education

Tertiary qualification at NQF Level 8 or higher in business management, administration, finance or a related field

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

University systems (e.g. SUNFin, SUNStudent)

Job description

Department and Position

Faculty of Science – Deans Office – Operations and Administration Coordinator (Post Level 7) – Stellenbosch Campus – Ref. NW00/265/1025

About the Faculty

The Faculty of Science at Stellenbosch University plays a significant role in positioning the university as a research‑intensive institution through excellent research outputs with impact produced by acclaimed researchers.

It provides general formative education in the natural sciences to students in science and other faculties, preparing them for the future world of work. The Faculty also impacts societies and communities through various actions and projects related to its expertise often in alliance and collaboration with research councils, governmental organisations and industry partners.

The Faculty is comprised of eight academic departments ranging from the Andreas Biological and Physical Sciences to Mathematical Sciences and Computer Science where teaching and postgraduate research are supported by ultra‑modern technology and highly qualified and experienced staff. It is also home to the Stellenbosch Water Institute and the Centre for Bioinformatics and Computational Biology which operate under the auspices of departments in the Faculty of Science, strengthening the teaching and research programmes of the Faculty.

Dut Organização / Responsibilities

Financial Administration

• Collect્યો and analyse financial data, advising the Director and Executive on internal and external financial impacts and operational strategies.
• Assist the Director in annual budgeting, financial forecasting, risk analysis and fund allocation.
• Monitor fund availability and ensure proper allocation of funds for all projects across the Faculty.
• Support faculty‑level strategic projects through financial administration and tracking.
• Prepare financial reports to support strategic decision‑making.
• Provide timely and accurate information to key stakeholders and ensure compliance with the university’s financial policies, internal controls and statutory requirements.

Facilities and Asset Management

• Provide support in the management of Faculty facilities, ensuring an optimal environment for learning, teaching and research.
• Assist with procurement, asset management and maintenance of the asset register.
• Liaise with Facilities Management for space utilisation and service provision.
• Manage access control and assist with security monitoring of the Deans Division.
• Assist with the monitoring of asset movement, facility upgrades and infrastructure support.

Occupational Health and Safety

• Serve as the Health and Safety representative for the Deans Office.
• Maintain health and safety documentation and assist departments with regulatory compliance and audits.
• Coordinate safety meetings Lane managing the digital repository for health and safety records, in collaboration with the Director.
• Ensure Faculty‑wide compliance and adherence to safety protocols and sustainability practices.

Strategic and Operational Support

• Provide direct administrative and operational support to the Director and Deans Office.
• Assist with drafting and monitoring departmental personnel plans and their staff budgets within the allocated funding framework.
• Support Faculty‑wide strategic initiatives and track progress.
• Draft reports, manage internal communications and ensure alignment with institutional policies.
• Stand in for the Director, Faculty Management when required.

General Administration and फेर Ad Hoc Support

• Coordinate and manage meeting schedules, agendas, minutes, action tracking and document workflows; maintain accurate records and ensure timely follow‑through.
• Oversee planning and execution of Faculty events end‑to‑end (logistics, communications, vendor liaison, post‑event reporting) and coordinate cross‑coverage for key administrative functions during staff absences.
• Contribute to ad‑hoc projects for the Faculty and engage in continuous learning initiatives as needed.

Job Requirements

Qualifications

• A tertiary qualification (at NQF Level 8 or higher) in business management, administration, finance, operations management or a natural armazenamento-related field with a strong operations‑finance‑administration background; or equivalent.

Experience

• At least five years of experience in operations, financial administration and management, preferably in a higher education environment.

Operations and Management Skills

• Proven track record in operational human resources and financial administration and management, ideally within the university sector.

Technical Knowledge

• Understanding of financial regulations and university systems (e.g. SUNFin SUNStudent).
• Familiarity with the South African Higher Education funding model.
• Advanced computer literacy skills, including Microsoft Office (Word, Excel, PowerPoint, Outlook) and relevant web‑based and discipline‑specific applications.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills in English.
• Strong coordination, problem‑solving and conflict‑resolution abilities.
• Proven ability to engage effectively with stakeholders at all levels, both within and outside the University.
• Exceptional interpersonal and team collaboration skills.

Personal Attributes

• Ability to work independently, manage multiple tasks simultaneously and take initiative in a fast‑paced environment.
• Demonstrated leadership and staff development abilities.
• Strong analytical, strategic thinking and organisational skills.
• Attention to detail and capacity to function under pressure without olho compromising accuracy.
• Excellent time management skills and the ability to maintain confidentiality.

Additional Preferred Qualifications

• Working knowledge of academic and financial administration systems in a tertiary environment.
• Proactive and innovative approach to improving operational processes.
• In‑depth knowledge of business analysis and methodology.
• Experience and understanding of the operational requirements of science laboratories – a distinct advantage.
• Demonstrated excellence in strategic analysis, decision‑making，一 and problem‑solving.
• Experience with policy and procedures related to science teaching, learning, assessment and research in a higher education environment.
• Relevant experience in student administration, enrolment and recruitment strategies at a tertiary institution.

How to Apply / Hoe Om Aansoek Te Doen

#LI-POST #PSS

The University is committed to employment equity (EE) and appointments will be made in line with the institutional EE Plan. Stellenbosch University reserves the right not to make an appointmentLors.

\ الاعتماد

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

Apply online by clicking Apply Now at the top 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.

Enquiries/Navrae Enquiries about this post: Mr Mbuso Kingdom Dludlu – Director: Faculty Management

Enquiries about remuneration/benefits and technical assistance with the electronic application process: Human Resources Client Services Centre – Stellenbosch or Tygerberg.

Required Experience

IC

Key Skills

reflekn

• Internship, General Ledger Accounting, Communication, Healthcare IT, Fiber.

Employment Type

Full‑Time

Experience Required

Years: 5

Vacancy

1

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