Senior Administrator (P12): Student Affairs

Purpose
The main purpose of this position is to provide efficient and effective secretarial and communication support to the Office of the Dean.

Minimum Requirements

1. Relevant Diploma.
2. 2-3 years of relevant experience in student support and development.
3. Computer literate.

Recommendation

1. Degree or NQF Level 7.

Duties and Responsibilities
General and Office Administration

1. Correspondence Handling.
2. Typing.
3. Meeting Administration.
4. General administration.
5. Data Administration.
6. Email/Telephone Coverage.

Student Affairs Communication

1. Draft annual Dean of Student Handbook.
2. Update Student Affairs social media webpage.
3. Write-up for DSA of SPU website.
4. Update Social Media Page.
5. Coordinate student affairs inquiries sent to Student Affairs mailbox.
6. Circulate communication/news updates/reminders via student affairs mailbox.

Diary Management

1. Handle the manager’s diary.
2. Set up meetings and venues via the electronic diary.

Front Office Assistance

1. Assist at the front office / reception as required.
2. Manage front office calls as required.

Purchase Orders and Procurement

1. Processing and monitoring purchases.
2. Ordering stationary.
3. Maintaining stock required for the School/Department.
4. Implement and maintain a relevant document management system in relation to the procurement function.
5. Receive purchase order requests from relevant parties.
6. Ensure that all PO requests are signed off by the designated signatories and obtain approval.
7. Matching up of PO requests and original PO from ITS.
8. Communicate with all vendors regarding outstanding deliveries and payment procedures.
9. Clearing unpaid PO’s monthly.

Financial Administration

1. Maintain and reconcile vendor accounts.
2. Liaise with creditors regarding queries.
3. Follow up on invoices for payment.
4. Submit purchase orders for payment to the required office.
5. Process/authorize requisitions for other DSA departments.

Client/Student Liaison

1. Coordinate liaison between DSA sections.
2. Respond to student/staff/visitor queries.
3. Liaise with external stakeholders.

Monitoring, Evaluation, and Reporting

1. Consolidate reports for Institutional Forum.
2. Provide monthly statistics of students’ study cancellations.
3. Provide monthly statistics on student inquiries received.
4. Monitor and update the asset register.
5. Monitor, maintain, and order office consumables.
6. Monitor the level of tidiness of meeting rooms, notice boards, etc.
7. Monitor the Maintenance Department and Cleaners to keep areas tidy.

Enquiries can be made via email at spurecruit@spu.ac.za

Assumption of duties: As mutually agreed 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.