Administrative Officer 4.05 at University of the Witwatersrand

Key Responsibilities

• Act as a first point of contact to ensure smooth running of the office of the Academic Director;
• Act as the key contact and coordinator for all formal functions and public events pertaining to this office;
• Ensure that the documentation emanating from the office are handled in a professional and confidential manner;
• Ensure effective and efficient management of the AD’s diary;
• Coordinate meetings of senior management staff in conjunction with the AD and relevant offices inside and outside the university;
• Schedule appointments and coordinate arrangements for meetings and conferences
• Receive and register incoming and outgoing documents to ensure availability and quality of documents;
• Prepare regular reports, gather and summarise data relating to the work of the office of the AD
•  Develop and maintain positive formal/informal links with all staff at the School particularly senior staff;
• Take minutes for meetings as requested/ authorised by the AD;
• Prepare presentation material for briefings to clients using MS Package;
• Coordinate travel arrangements for conferences and seminars through relevant offices;
• Ensure that confidentiality in this office is maintained and manage situations with discretion at all times and perform other ad-hoc tasks as determined by the AD.

Minimum Academic and Job experience

• Matric plus a relevant tertiary qualification;
• 5 to 7 of administrative, operational and/ or operations working experience within a similar environment; 

Knowledge Skills and Attitude

• Strong numeracy, presentation and people skills;
• Good coordination and organizational skills.
• Good public relations skills.
• Excellent interpersonal skills for dealing with staff, business partners and the public;
• Excellent communication skills with proficiency in English (both written and spoken);
• Ability to work as part of a team and under pressure at times while maintaining high levels of professionalism;
• Flexibility and ability to multi task;
• Able to work independently and meet deadlines;
• Accuracy and attention to detail;
• Must be highly motivated and demonstrate initiative and assist with database management and usage.