Officer: Professional Services (post level 11/10) at University of the Free State

Duties and responsibilities:

Academic Administration

•     Prepare, conduct and coordinate undergraduate practicals in the following modules: lower life and molecular biology, plant biology, plant anatomy and morphology, vegetation ecology and plant systematics, plant physiology and biotechnology.
•     Order and manage all practical material.
•     Mark undergraduate practical reports and tests.
•     Capture practical marks and keep an accurate record of marks.
•     Manage all communication with students overseen in practicals.
•     Manage student assistants and research assistants.
•     Assist with verification of class and examination timetables for the department.
•     Organise workshops and seminars.  

Financial Administration

•     Manage departmental entities.
•     Compile a report on departmental entities.
•     Request and appraise quotations.
•     Capture requisitions and follow up on their approval.
•     Receive purchase orders and forward them to suppliers.
•     Receive ordered goods and equipment.
•     Submit invoices to the Finance Department for payment of service providers.
•     Manage ad hoc claims of the department.
•     Capture, report and follow up on job requests for maintenance and repairs when necessary.
•     Purchase and order office suppliers, stationery, and equipment.
•     Generate cost centre reports for departmental entities and check on a weekly and/or monthly basis.
•     Check on encumbrances for all departmental entities and follow up on outstanding invoices and payments.
•     Assist postgraduate students with F1 claims.

Laboratory Maintenance 

•     Ensure laboratory equipment is in good working order.
•     Report on equipment failure and make arrangements for it to be fixed.
•     Keep a record of departmental assets including microscopes.
•     Keep a record of departmental equipment for servicing and repairs.
•     Ensure laboratory compliance with safety regulations and oversee cleanliness in laboratories.
•     Manage the departmental chemical storerooms and ensure safety of chemical storage and disposal.
•     Manage the departmental glassware storeroom.
•     Manage the disposal of laboratory waste, chemical waste and broken glassware.
•     Taking care of plants growing in the glasshouses for undergraduate practicals.
•     Liaise with the Finance Department with tagging of departmental assets and the disposal of old pieces of equipment.

General Administration 

•     Provide administrative support to department academic staff.
•     Manage general office administration and operations, including:
  •          Handle general enquiries.
  •          Responsible for meeting administration.
  •          Arrange events within the department (departmental meetings, end of year function, etc.).
  •          Responsible for travelling and accommodation arrangements.
  •          Participate in faculty activities/committees when nominated.

Human Resource Administration 

•     Monitor and supervise student assistants.
•     Act as a team leader.
•     Assist with the administration of contract appointments.

Marketing 

•     Develop marketing material.
•     Responsible for the arrangements of Open Days, Postgraduate Open Days, Research days etc.

Inherent Job Requirements:

•     BSc degree in Botany on NQF Level 7.
•     Three (3) years relevant work experience within the higher education environment (e.g., assisting with practicals and administration).

Recommendations:

•     BSc Honours degree in Botany on NQF Level 8. 
•     Experience in Oracle PeopleSoft-Financial System will be an advantage.
•     Experience with curation of Herbarium specimens will be an advantage.