Administrative Officer - TGB14/324/1225 at Stellenbosch University

Duties/Pligte        
Office and Diary Management

• Managing the Director's calendar, scheduling meetings and coordinating appointments with internal and external stakeholders.
• Administering emails and correspondence for the Director, prioritising and ensuring timely follow-up.
• Maintaining the Director's office files and documentation.
• Overseeing coordination with the academic/Faculty calendar and relevant events.

Meeting and Event Support

• Preparing agendas, briefing documents and presentations for meetings and events involving the Director.
• Taking minutes and distributing them to relevant parties, and following up on action items.
• Coordinating logistics for Board or team meetings and strategic meetings.
• Assisting with planning and coordinating workshops, seminars, conferences and other events that advance the BMRI's mission.

Travel and Logistics

• Arranging travel, accommodation and itineraries for the Director, and visiting collaborators or stakeholders as needed.
• Assisting with logistics for Director-led events, visits and external engagements.

Financial Administration

• Providing administrative support for budgets, grants and project finances under the Director's oversight.
• Assisting with procurement requests, purchase orders and tracking of expenditure related to the Director's office operations.
• Supporting preparation of reports and documentation for funding applications and resource development initiatives.

Human Resources Administration

• Providing administrative support for HR-related processes, documentation, and reporting as needed.

Academic and Strategic Support

• Assisting with preparing annual reports, strategic documentation and submissions to the Advisory Board or Faculty Board.
• Supporting interactions with Faculty committees, research programmes and postgraduate initiatives where the Director is involved.
• Maintaining records of collaborations, partnerships and external stakeholders.

Operational and Miscellaneous Support

• Liaising with facilities for office equipment and general operations.
• Organising catering, meetings and ad hoc requirements as needed.

Job Requirements/Pos Vereistes        

• National Senior Certificate or NQF Level 4 equivalent certificate.
• At least four 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.
• Proven experience in supporting senior executives or academic leadership (preferred).
• Strong organisational, time management and multitasking skills.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Proficiency in the Microsoft Office suite (Teams, Word, Excel, PowerPoint, Outlook) and office management tools.

Key Competencies:  

• Strong interpersonal skills and the ability to liaise effectively with diverse stakeholders.
• Detail-oriented, proactive and able to anticipate the Director's needs.
• The ability to work independently, manage competing priorities and adapt to a fast-paced environment.
• Professionalism, discretion and commitment to supporting BMRI's strategic objectives within the Faculty of Medicine and Health Sciences.
• Willingness and the ability to work flexibly, in alignment with the Director's flexible work arrangements and international commitments.

Closing Date: 13-Mar-2026