Chief Officer: Office Manager (post level 8) at University of the Free State

Duties and responsibilities:

• Manage and implement administrative measures to ensure the effective functioning of the Office of the Vice–Chancellor and Principal.
• Manage the diary of the Vice-Chancellor and Principal proactively and holistically.
• Arrange appointments, schedule meetings, and manage meeting administration, requirements, and logistics. 
• Work closely with the Office of the Chief of Staff in executing duties and responsibilities. 
• Manage the document management systems and provide management information to the Vice-Chancellor, and Principal, and Chief of Staff.
• Make national and international travel, accommodation, and related arrangements for the Vice- Chancellor and Principal, and Chief of Staff.
• Arrange summits, work sessions, retreats, and corporate events for the Office of the Vice-Chancellor and Principal in collaboration with the Chief of Staff and other relevant offices. 
• Monitor the operations budget of the office. 
• Implement cost-control mechanisms to optimise expenses within the office. 
• Maintain a good understanding of the UFS policies, systems, and procedures.
• Track deadlines with regard to the submission of documents. 
• Maintain healthy relations between the Office of the Vice-Chancellor and Principal and all relevant internal and external individuals and stakeholder groups. 
• Manage email and telephonic queries and prepare timely responses in consultation with the Office of the Chief of Staff. 
• Provide secretarial support when necessary (drafting agendas, taking minutes, transcriptions, etc.). 
• Receive internal and external guests and visitors.
• Act with the necessary professionalism and diplomacy as required by the high-profile nature of the Office of the Vice-Chancellor and Principal. 

Inherent Job Requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 or a 3-year National Diploma on NQF level 6. 
• A minimum of three (3) years work-related experience as an office manager in a senior capacity.

Recommendations:

• Reasonable knowledge and experience of higher education – specifically the university environment.
• Good understanding of UFS systems, policies, and procedures. 
• Excellent communication skills.
• Excellent and proven interpersonal skills.
• Ability to adapt and be flexible.
• Ability to effectively prioritise.
• Ability to function under high pressure.
• High level of honesty and integrity.
• Willingness to work outside regular office hours.