Departmental Administrator B - School of Health Systems and Public Health - Faculty of Health Sciences at University of Pretoria/Universiteit van Pretoria

• RESPONSIBILITIES:

The incumbent will be expected to provide comprehensive high-level administrative and management support to the Chairperson of the School and the School of Health Systems of Public Health. This will include:

Support to the Chairperson: 

• Diary management by planning and arranging meetings with students and staff, communication with third parties and preparation for all internal and external meetings;
• Handling matters requiring discretionary judgment and confidentiality;
• Coordinating and providing support to the Chairperson in all strategic related matters;
• Gathering, collating and summarising information for the Chairperson;

Secretariat: High level meetings:

• Supporting the office of the Chairperson’s Committees;
• Coordinating and managing all activities relating to strategic committee and external stakeholder’s meeting;
• Preparing agends’minutes and documentations;

Academic and research support:

• Managing the administration of submitted final examination marks for Chair’s approval;
• Ensuring all Postgraduate students’ and academic staff applications for research ethics clearance submitted;
• Assisting school Chairperson in coordinating with Resource Mobilisation Manager the
• management of requests and administrative activities related to new and existing research collaborations;

Informed Research Outputs

• Receiving all research outputs, conference attendance, etc. from academic staff;
• Capturing information on Research Management System and Publication Poppies;
• Updating RESCOM secretariat on the number of publications on a monthly basis;

MINIMUM REQUIREMENTS:

• A diploma with two years’ experience in office management administration in an academic environment or research environment;
• Two years' experience meeting procedures as well as logistical arrangements at senior management level;

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Applicable professional communication and language skills, both written and verbal;
• Ability to work under pressure without compromising detail and accuracy;
• Ability to prioritise work independently and handle simultaneous assignments with success and accuracy (time management); 
• Administrative and organising skills;
• Ability to handle confidential information;
• Excellent interpersonal skills;
• Advanced proficiency in MS Office: Work, Excel, PowerPoint and Access;
• Knowledge of the PeopleSoft System.

ADDED ADVANTAGES AND PREFERENCES:

• B-degree or equivalent qualification;
• Five years’ experience in the higher education environment;
• Driver’s licence;