Administrative Officer-Neurology at Stellenbosch University

Duties/Pligte        

• This role supports the administrative functions within the independent academic division, ensuring smooth operations across student, financial, and HR domains.

Divisional Administration:

• Providing administrative support within the Division as directed by the HOD.
• Assisting with obtaining copyright permissions for articles to be used by facilitators.
• Assisting with the dissemination of relevant information to students / stakeholders.
• Coordinating submissions to Ethics Committees.
• Facilitating and coordinating updates to annual reports, yearbooks, inventories and prospectus revisions as required.
• Facilitating and coordinating visitor administration, which includes making parking arrangements and receiving visitors.
• Processing University Access cards and access control.
• Facilitating marketing material, brochures, flyers and promotional items through the Faculty¿s Marketing and Communication Division.
• Facilitating travel and accommodation arrangements of academic staff.
• Logging maintenance calls on Planon.
• Processing SUNID applications, access cards and access control.
• Providing administrative support within the Department as directed by the HOD.
• Providing general office support for the Department, handling electronic communication and/or telephone calls.
• Scheduling meetings, department diaries, managing invites, preparing agendas, minute taking, and distributing the minutes and action points.
• Logging maintenance calls.

Financial Administration:

• Accounts receivable - requesting invoice creation, submitting to debtors and following up on payment.
• Asset management - annual verification and confirmation of assets on the register, and retiring assets when applicable.
• Expense claims - entering expense report/spend authorisation and processing expense reimbursement.
• Procurement - loading and/or editing requisitions, purchase orders, processing goods receipt note (GRN), and submitting creditor invoices for payment.
• Facilitating travel and accommodation arrangements of academic staff.
• Processing D20 and/or ad hoc requisitions.

Human Resources Administration:

• Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.
• Providing administrative support for fixed-term contract appointments.
• Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.
• Providing administrative support for fixed-term contract appointments.

Student Administration:

• Assisting with following up unregistered students to ensure that they are re-registered.
• Assisting with annual reporting on available postgraduate programmes, current registration and enrolment planning.
• Assisting with undergraduate and postgraduate professional body registration, and submitting required information.
• Distributing accurate class lists and maintaining attendance registers.
• Distributing online clinical platform surveys to students when requested by the programme coordinator.
• Ensuring that assessments are timeously scheduled according to standard operating procedures.
• Facilitating leave of absence (loa) applications for undergraduate and postgraduate students.
• Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.
• Handling undergraduate and postgraduate applications submitted on SUNStudent.
• Loading marks for undergraduate and postgraduate modules.
• Managing, uploading, coordinating and scheduling academic activities of the programme on Placement Plus.
• Processing the required administrative documents with regards to external moderators and/or examinators.
• Providing secretariat duties for the Postgraduate Committees, Research Committees and Undergraduate Committees, which includes writing and coordinating reports.
• Requesting changes to student records.
• Submitting relevant information on SUNScholar, SUNStudent, PAS and research administration systems.
• Uploading and downloading learning material on SUNLearn / support to students and lecturers.

Job Requirements/Pos Vereistes        

• National Senior Certificate or a certificate equal to NQF Level 4.
• National Vocational Certificate Level 4.
• At least two years experience in general office administration.
• Knowledge of advanced administrative, operational or customer service skills acquired through education, experience, or on the job training.
• Proficiency in office software and administrative systems.

Recommendation/Aanbeveling        

• Knowledge of policy and procedures related to university administration.
• Relevant experience in student administration at a tertiary institution.
• A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and research administration systems.

Closing Date : 18-Sep-2026