Administrative Officer - Biochemistry at Stellenbosch University

Duties    

Financial administration: 

• Basic financial administration, including requesting quotes, placing orders and submitting invoices for payment;
• Managing stationery and cleaning material stock purchasing; 
• Managing the shipment of parcels using courier services;
• Liaising with the divisions of purchasing and procurement, financial services and the vehicle fleet;
• Managing all departmental requests related to travel and conference attendance, as well as travel-related claims (in compliance with SU's policy).

General administrative support: 

• Managing access control of visitors to the Department;
• Reception of official and ad hoc visitors;
• Effectively managing in-person, email and telephonic enquiries;
• Receiving official deliveries to the Department, and correctly handling and distributing it  to the relevant receiver;
• Managing and coordinating effective communication channels to both departmental personnel and other stakeholders;
• Providing support for maintaining the departmental website.

Secretarial support: 

• Scheduling and administering assigned departmental activities (i.e., planned meetings, social functions) as needed;
• Providing secretarial support for meetings (i.e., preparing agendas and meeting materials, taking minutes, compiling minutes);
• Keeping accurate administrative records for the Department on MS Teams and/or SharePoint;
• Monitoring and managing the Head of the Department's (HOD)  diary and email as needed;
• Providing secretarial support to the HoD and the departmental manager as needed;
• Acting as internal and external liaison with stakeholders;
• Providing general assistance with ad hoc tasks.

Administrative support of teaching, learning and assessment (TLA)-related activities:

• Assisting with teaching, learning and assessment (TLA)-related administration (including preparing and submitting TLA-related reports);
• Providing TLA-related administrative support (i.e., preparing  and managing teaching and assessment materials, administration of marks) as needed;
• Effectively managing and directing general student-related queries;
• Maintaining the cloud-based repository of TLA-related materials.

Job Requirements

• A post-matric secretarial or administrative qualification (or equivalent);
• At least five years' secretarial and/or administrative experience;
• Excellent and demonstrable general computer literacy and proficiency in the use of the Microsoft Office packages (Word, Excel, PowerPoint, Outlook, Teams and OneDrive)including the use of  cloud-based features.;
• Outstanding interpersonal skills and the ability to work as part of a team, and to liaise appropriately with individuals at management and other levels, both within and outside the University.
• Effective planning, organisational and prioritisation skills;
• The ability to work under pressure and to adhere to deadlines without compromising accuracy;
• The ability to respect and manage confidentiality;
• The ability to work independently and apply own initiative;
• Excellent verbal and written communication skills in English.