Administrative Assistant at University of the Witwatersrand

Introduction

A dynamic, competent, Administrative Assistant is required to assist the BUGEMET Chair in the day-to-day running of BUGEMET and affiliated research projects. This post will involve liaison with staff and students at Wits. A major component will be the administrative and financial management of the BUGEMET, including meeting minutes, assistance with outreach engagement, equipment orders, trip planning, student funding administration and general financial management. This will include financial forecasting and monthly financial reporting.

Brief Description        

Key Responsibilities amongst others:

• To carry out general office administration and secretarial duties related to BUGEMET
• To be responsible for disbursing student stipends and expenses
• To manage financial systems, budget administration and book-keeping (Oracle) for the Wits section of the chair
• To be the lead in the organisation of workshops, short courses, and conferences linked to the chair at Wits
• To liaise with academic staff, students and industry personnel on a regular basis
• To deal with international travel bookings, public relations and transactions (foreign exchange, money transfers, visas, import/export issues) and to assist staff/students/visitors who are not fluent in English with any complexities in this regard
• Interface with various Wits University systems (especially the financial system (Oracle) and personnel (SIMS) in the School of Geosciences, Faculty and the Central Finance Departments),
• Organisation of annual Steering Committee meetings, and minute taking.
• Maintain the website and social media outputs of BUGEMET (in liaison with School geocommunicator)

Minimum requirements

• At least Grade 12 qualification, plus 5 years previous experience, preferably in a University environment
• The applicant must be fully competent with Microsoft Office (Excel and Word) and have had previous relevant experience
• Prior experience working in the Oracle administrative/financial system
• Previous financial experience is essential
• Proficiency in English (oral and written) is essential

Key Competencies:

• Ability to work independently and as part of a virtual team
• Excellent administrative skills in processing the finances for BUGEMET at Wits
• Ability to deal with students from varying nationalities, both in person, electronically, and telephonically
• To be able to collate documentation, undertake word processing, ordering of equipment and stationery, management of research accounts, organisation of travel and accommodation for visitors, staff and students, plus other duties as required  
• Assist with the organisation of workshops and conferences
• Dynamic, responsible, excellent time management and organisation skills