Office Manager: Directorate Student Recruitment Services at University of the Free State

Duties and responsibilities:

• Use a range of software, including email, spreadsheets, and databases, to ensure the efficient running of the office. 
• Perform general office administration and management, such as ordering supplies, typing, filing, telephone calls, emails, and mail). 
• Manage the diary of and make travelling arrangements for the Director: Student Recruitment Services. 
• Assist in the processing of financial- and other claims (Director of SRS & SRS Team). 
• Schedule and manage office meetings and workshops. 
• Attend meetings to record minutes, where necessary 
• Responsible for Avis Fleet services, logbooks, licenses, fuel cards, branding, fines, etc. 
• Responsible for Avis Fleet pool vehicles maintenance and records. 
• Responsible for Credit card statement finalisations. 
• Responsible for Budget planning and managing specific entities.
• Ensure the Wekkie Saayman building is always in a functional position and the security features always functional.
• Act as safety representative - safety and evacuation planning.
• Prepare marketing material to be sent via courier. 
• Responsible for Cell phone, 3G and telephone contracts / upgrades (Director of SRS & Team). 
• Responsible for Equipment orders (Director of SRS & SRS Team). 
• Responsible for Asset management.
• Respond to requests from HR (employee assessments, training etc.). 
• Respond to requests from Finance (credit card queries, claims, etc.). 
• Oversee the recruitment of new staff and departmental orientation of new staff. 
• Set up meetings and take minutes for the Sponsorship Committee, SRS International Committee, Application Task Team, SRS Management Team, SRS Strategy Group, etc. 
• Make travel arrangements for Regional Marketers.
• Assist first-year students with queries.
• Assist parents and prospective students with queries.
• Assist School Principals and LO Teachers with queries.
• Refer queries to the relevant marketing employees if required.
• Receive visitors and determine whom they should see about their query. 
• Assist with career exhibition requests.
• Assist with sponsorship requests.
• Communicate with clients, sponsors, etc. 
• Respond to customer enquiries and complaints. 
• Manage SRS entities under the authority of the Director. 
• Process F1 claim forms. 
• Process Directorate requisitions.
• Assist the responsible SRS team member with Star of Stars and Matriculant of the Year Competitions with preparations.
• Responsible for processing the Student Bursary Awards for (Matriculant of the Year, Star of Stars and Ad Hoc) 
• Responsible for accommodation, travel, flight, and financial arrangements for all required marketers when busy with a project such as on-site applications, Open Day, Half-year reviews, etc. 
• Assist with all travel arrangements for all international recruitment projects. 
• Responsible for Special events such as Connect2Kovises, Parents Evenings, Grade 9 intervention, On-Site Applications, etc. 
• Process requisitions and handle financial expenses for projects such as UFS Open Day / Star of Stars, etc.
• Provide project support to the SRS Team for all projects and initiatives. 
• Work overtime as and when required.

Inherent requirements:

• A Bachelor's degree on NQF level 7 in Office Administration or Communication.
• A minimum of two (2) years of relevant working experience relating to the duties and responsibilities.
• A valid driver’s licence.

Recommendations:

• Understanding of the school/university system.
• Understanding of PeopleSoft Solution