Administrative Coordinator Office of the Vice-Chancellor at Nelson Mandela University

CORE PURPOSE OF JOB

• The Administrative Coordinator provides comprehensive clerical, logistical and administrative support to the to the Directors in the Office of the Vice-Chancellor and working with the Vice-Chancellor’s Personal Assistant, performs coordination for various aspects in the Office of the Vice-Chancellor to ensure the efficient running of the office.

KEY PERFORMANCE AREAS

• Planning, organising and coordinating administrative aspects of the office functions including compiling of documentation for high-level meetings, drafting of communication in pursuant of getting assignments completed.
• Supporting the executive office, including responsibility for the coordination of projects emanating from the Directors in Vice-Chancellor’s Office.
• Maintaining effective administration linked to the office through attending meetings, preparing minutes and reporting on the outcomes of meetings.
• Proactively following up with relevant offices to pursue action plans, decisions and submission of reports and documents to relevant committees.
• Responsible for development and implementation of efficient office system including document management and control.
• Provides administrative support to the Vice-Chancellor’s Office when required for highly confidential and time sensitive matters.
• Financial administration on Financial ITS system, including creating requisitions, placing orders for office consumables, monitoring budgetary transactions, and reporting on expenditure in accordance with applicable financial policies, rules and systems. Also, assisting with contracts management and liaising with service providers as required.

CORE COMPETENCIES

• Strong planning and organisational skills
• Strong written and verbal communications skills
• Strong analytical and conceptualisation skills
• Emotional intelligence and political sensitivity
• Proven competency in project management and events coordination
• Ability to work independently and ability to use his/her own initiative to resolve problems and to be pro-active to get things done.
• Ability to work in a team.
• Ability to persuade others through communication.
• Excellent attention to detail and deadlines.

 
REQUIREMENTS

• Grade 12 or equivalent and appropriate qualification at NQF level 6 relating to secretarial and/ or administrative skills plus a minimum of three years working experience in higher education environment or similar environment.