Senior Administrative Assistant - Department of Student Affairs at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to:

Reception and administration support:

• Receiving students and assisting accordingly;
• Providing guidance and referral for students as required;
• Maintaining a comprehensive document creation and record management system;
• Facilitating permissions for campus access for visitors of the department;
• Overall administration and planning of staff meetings (venue/facilities bookings, announcements, documentation, agenda setting, taking minutes, compiling and distributing of minutes, etc.); 

Financial administration and procurement:  

• Compiling financial administration information for referral to the manager in order to draft budgets;
• Monitoring budget usage and reporting to management;
• Ensuring compliance to UP financial policies and procedures;
• Facilitation of registration of new vendors on the UP-supplier’s registry;
• Ensuring adequate stationery and timely purchasing and delivery of office equipment;

ADIS projects:

• Liaising with the National Council for Persons with Disability (NCPD) for the provision of Casual Day stickers;
• Providing advice on new registration procedures and yearbook for first year students;
• Arranging and setting-up for the ADIS and the coordination of events;
• Providing information regarding services provided by the ADIS to students with disabilities;

Student finance support:

• Liaising with the UP-Student Finance Division in connection with NSFAS Disability Bursary, and other external bursaries;
• Assisting students in submitting online applications and claims for the NSFAS Disability Bursary;
• Assisting qualifying students with conversion from NSFAS general to the Disability bursary;

Student support:

• Coordinating the registration process of students on ADIS’ database;
• Liaising with TuksRes for appropriate placement of students with disabilities;
• Assisting with administrative processes for students to loan equipment (Assistive devices and laptops, etc.);

Occupational Health and Safety support:

• Attending central Occupational Health and Safety meetings;
• Coordinating arrangements for physical accessibility in lecture venues;
• Maintaining a healthy and safe work environment for personnel, students and visitors at the ADIS;
• Coordinating of “injury on duty” procedure at the centre. 

MINIMUM REQUIREMENTS:

• National Diploma in Office Management / Administration; WITH

Three years’ experience in:

• Office administration;
• Finance and procurement;
• Working with confidential information;

OR

• Grade 12; WITH

Five years’ experience in:

• Office administration;
• Finance and procurement;
• Working with confidential information.