Administrative Officer (Post Level 11) at Stellenbosch University

Duties        
Secretarial and administrative support

• Receiving visitors, interacting with students, and effectively managing email and telephonic enquiries.
• Maintaining an effective filing system of departmental documents.
• Providing secretarial and administrative support to academic staff members and support staff.
• Administering and scheduling activities for the Department of Physics (scheduling meetings and planned activities, monitoring and managing diaries, taking minutes during meetings, etc.).
• Booking venues within the Merensky building.
• Compiling memoranda and other relevant documents as needed.
• Coordinating effective internal communication with departmental staff and students.
• Updating the departmental website with new and relevant information.

Undergraduate administration

• Working closely with undergraduate academic staff.
• Handling undergraduate teaching and assessment administration.
• Assisting with all undergraduate tutor administration.

Managing the Physics Library

• Liaising with the main library officials regarding the Phyics Library.
• Maintaining the borrowing and retrieving of library books.
• Assisting with purchasing new books for the library.
• Maintaining and upholding the rules of the library. 

Financial administration and budget control

• Timeous and efficient execution of financial administrative tasks related to the daily functioning of the Department and in line with Stellenbosch University's financial policies. This will include processing requisitions, issuing requisitions, placing orders and receiving goods, preparing and loading ad hoc payments, maintaining the asset register and interacting with creditors when necessary.
• Using the University's financial system to enter and extract financial data.
• Internal liaising with SU's purchasing and procurement, financial services and vehicle fleet divisions.
• Responsible for all administrative and financial tasks regarding arrangements for national and international travel, accommodation, and conference attendance (with compliance to SU policy).

Job Requirements    

• A post-matric secretarial or administrative qualification (or equivalent).
• At least some secretarial and/or administrative experience.
• Knowledge and experience of financial, administration, and information systems.
• The ability to liaise appropriately, respectfully, and effectively with individuals at all levels, both within and outside the University.
• Proven computer proficiency in the use of the Microsoft Office package (Word, Excel, PowerPoint, Outlook, and Teams).
• Excellent verbal and written communication skills in English and Afrikaans.
• The ability to work under pressure without compromising accuracy.
• The ability to work independently as well as in a team.
• Excellent organisational skills, and the ability to adhere to deadlines.

Closing Date 13-Feb-2026