Administrative Officer at Stellenbosch University

Duties/Pligte        

• Providing comprehensive administrative and secretarial support to the Directors and staff of the Centre for Bioinformatics and Computational Biology (CBCB) and the Stellenbosch University Water Institute (SUWI).
• Coordinating the day-to-day administrative operations of both units, including diary management, scheduling appointments, and handling correspondence.
• Providing administrative support to staff, postgraduate students, and visitors, including responding to and directing enquiries.
• Organising and coordinating meetings, workshops, short courses, seminars, and departmental events, including venue bookings, catering, agenda preparation, minute-taking, and logistical arrangements.
• Coordinating travel and accommodation arrangements for staff and visitors.
• Maintaining efficient administrative systems, including electronic and manual filing, record keeping, and document management.
• Supporting financial administration by processing requisitions, purchase orders, invoices, payments and reimbursements, assisting with budget monitoring, financial reporting, cost centre administration, and payroll-related tasks.
• Coordinating procurement of equipment, research consumables, and office supplies, and maintaining inventory and asset registers.
• Supporting research administration by capturing research outputs, maintaining publication records, and assisting with the administration of postgraduate programmes.
• Assisting with the preparation of reports, including annual reports, and compiling relevant administrative and operational information.
• Supporting the maintenance and updating of the CBCB and SUWI websites and other communication platforms.
• Liaising effectively with internal and external stakeholders, including academic, government, industry, and funding partners.
• Providing general administrative support to ensure the efficient operation of both research units, and perform other related duties as required.

Job Requirements/Pos Vereistes        

• A relevant bachelor's degree or equivalent post-matric qualification.
• At least three years' relevant experience in an administrative and secretarial support role, preferably within a higher education or research environment.
• Proven computer proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook), web-based applications, and other relevant administrative software.
• Excellent verbal and written communication skills in English; proficiency in Afrikaans will be advantageous.
• Demonstrated ability to build and maintain effective working relationships with colleagues and stakeholders at all levels, both within and outside the University.
• Excellent organisational, coordination and time management skills, with the ability to prioritise competing tasks and meet deadlines.
• Strong administrative, multitasking and problem-solving skills, with the ability to identify opportunities to improve administrative processes.
• Proven ability to work accurately, independently and as part of a team, while using initiative and maintaining attention to detail.
• The ability to perform effectively under pressure without compromising quality or accuracy.
• A professional, service-oriented approach, with excellent interpersonal skills and the ability to deal with confidential information and sensitive matters with discretion.

Recommendation/Aanbeveling        

• Relevant administrative or secretarial experience within a higher education institution, preferably in a Faculty, Department, Centre, or research institute.
• Experience of working with the University's financial and information systems.
• Experience in research administration, including postgraduate programme administration, research outputs, publications, and grant-related administration.
• Experience with financial administration, including procurement, budgeting, cost centre administration, and financial reporting with a University.
• Experience with coordinating academic events, workshops, conferences, seminars or short courses.

Closing Date   14-Aug-2026