Personal Assistant to Director: Student Finances

Stellenbosch University; Stellenbosch; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Stellenbosch University seeks a Personal Assistant to the Director of Student Finances at Post Level 10 on Stellenbosch Campus. The role focuses on executive calendar control, meeting coordination, and confidential stakeholder communications.

The incumbent will support the Director and Department, handle travel logistics, procurement processes, and maintain efficient office operations in a dynamic university finance environment.

Qualifications

• Diploma (NQF6) in office management, office administration, or a related field.
• At least three years' experience in an administrative or personal assistance role, preferably within a higher education space.
• Experience in a higher education institution will be advantageous.

Responsibilities

• Providing real-time calendar management for the Director, prioritising inquiries and requests; troubleshooting conflicts and making judgements.
• Coordinating regular meetings between the Director and the Department and other stakeholders; compiling agendas and taking minutes.
• Handling correspondence, including email where needed.
• Serving as the primary point of contact for internal and external parties on matters pertaining to the Director, including confidential matters.
• Managing all aspects of the office's services and implementing procedures for improved workflow.

Skills

Calendar management

Meeting coordination

Communication

Administrative support

Education

Diploma (NQF6) in office management, office administration, or a related field

Tools

SUNid platform

Job description

Personal Assistant to Director: Student Finances (Post Level 10)

Finance Division

Student Finances Division

Personal Assistant to Director: Student Finances (Post Level 10)

(Stellenbosch Campus)

Ref. FIN/371/0926

Duties/Pligte

Management Support

• Providing real-time calendar management for the Director. Prioritising inquiries and requests while troubleshooting conflicts; and making judgements and recommendations to ensure smooth day-to-day engagements.
• Coordinating regular meetings between the Director and the Department as well as other stakeholders. Compiling agendas and taking minutes for divisional meetings.
• Handling correspondence, including email (if and where needed).
• Working with and supporting colleagues/team members in other units within the Finance Division.
• Serving as the primary point of contact for internal and external parties on all matters pertaining to the Director, including those of a highly confidential nature. Prioritising and determining appropriate course of action, referral, or response, and exercising judgement.
• Working closely with the Director and senior staff in the Division to keep the Director well informed of upcoming commitments and responsibilities and following up appropriately. Anticipating the Director's needs in advance of meetings, conferences, etc.
• Maintaining open communications with the Director's and Chief Director's and Rectorates' Personal Assistants, and providing information and documents as needed.
• Coordinating all Departmental meetings, including Strategic Planning Sessions.
• Providing "gatekeeper" and "gateway" role; providing a bridge for smooth communication between the Director and staff; and demonstrating leadership to maintain credibility, trust and support with the Department.
• Managing all aspects of the office's services. Implementing procedures for improved workflow and anticipating future needs as needs arise.

Administrative/financial Support

• Obtaining necessary quotations for the procurement of various equipment/products/services.
• Proactively processing procurement requisitions, expense claims, and finance related transactions for the Director as well as the Department.
• Processing procurement requisitions for transactions on institutional cost centres, managed by the Director.
• Monitoring and controlling specific budget cost centre/s expenditure to ensure that cost points do not exceed allocated budgets and to ensure that record is kept of expenses.
• Performing routine administrative tasks e.g. stationery orders, office supplies, gifts, etc. for the Director and the Department.
• Maintaining an asset register of the office for the Director and Department. This includes the ordering of new asset and certification of assets.
• Processing data and updating databases and mailing lists.
• Ensuring the availability and functionality of electronic equipment.
• Setting up office space for new staff within the Department (including maintenance of the room, ordering of office furniture and supplies).
• Registering all new staff and finance visitors on the SUNid platform and arranging for access cards.
• Arranging parking for all visitors to the Director and Department.
• Coordinating the leave calendar for the Department.

Collaborating With Administrative Support Staff (PA's)

• Attending SUPAN meetings and workshops to build collaborate networks with PA's within the University.

Travel Arrangements

• Administering all logistics regarding local and international travel according to the SU Travel Policy, for the Director and Department.
• Contacting travel agents to make arrangements for air travel, accommodation and car hire or shuttles.
• Responding to changes to travel plans and making necessary amendments.
• Processes S and T allowances and payments.

Event Planning And Coordination

• Planning and arranging events, workshops, meetings, etc.
• Collating and distributing documentation and other delegate materials in preparation for meetings.
• Coordinating all logistics surrounding internal and external meetings, conferences, etc.

Reception

• Reception and exceptional treatment of guests/visitors to help to create a welcoming environment.
• Responding to all calls or emails in the office of the Director.
• Passing on any messages to staff via phone or email to action.
• Accepting and recording any parcel and/or document deliveries.

Computer And Other Electronic Support

• Ensuring the optimal use of technology in the Division to reduce paper and increase overall effectiveness.

Office Administration

• Managing the deadlines relating to institutional reporting requirements.
• Maintaining an effective electronic and hardcopy filing system, i.e. institutional meeting documents, staff files, DHET communication and other confidential information.
• Managing available stock (stationery, beverages, etc.) and equipment for the Director and Department).
• General office management.

HR-related Support

• Preparing advertisements and request forms for the advertisement of vacant positions for the Division.
• Arranging and coordinating interviews within the Student Finance Department.
• Creating, reviewing and following up on payment requests for ad hoc payments for the Student Finance Department.

Job Requirements/Pos Vereistes

• Diploma (NQF6) in office management, office administration, or a related field.
• At least three years' experience in an administrative or personal assistance role, preferably within a higher education space.

Recommendation/Aanbeveling

• Experience in a higher education institution will be advantageous.

Reference statements

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 appointment.

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

Enquiries/Navrae

Enquiries about this post: Ms Lusiwe Gwala on 021 808 3377, 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-Nov-2026 Closing Date30-Sep-2026 Amount of Travel Work At Home