Senior Administrative Officer - Department of Student Administration - Faculty of Natural and Agricultural Sciences at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

• It is expected of the Senior Administrative Officer to deliver a complete administrative function to the Head of Student Administration (HSA) and Office of the Deputy Deans, including secretarial duties. These functions will include the following:

Faculty and University Committees:

• Assisting with the coordination of Faculty Board and Teaching & Learning Committee meetings;
• Assisting the Head of Student Administration with logistical arrangements for Faculty Board Meetings;
• Assisting with recording of meetings and preparation of minutes;

Operational Support:

• Managing the HSA’s calendar and scheduling meetings;
• Assisting with drafting meeting agendas and minute taking;
• Compiling reports and providing data analytics;
• Responding to the Deputy Dean's mailbox and attend to telephonic queries.

Liaison Duties:

• Liaising with the Office of the Dean and the Offices of the Deputy Deans on escalated Student Cases;
• Tracking of all student cases that require approval from the Dean, or delegated to the HSA and Deputy Deans;
• Record keeping of all student escalated cases, for audit purposes;

Faculty Information Projects:

• Assisting in the Annual or bi-annual updating and proofreading of the Yearbook, Faculty brochure and Web information;
• Assisting in updating the fixed curriculum and prerequisites from Faculty Board and Senate approved regulation changes;
• Coordinating and assisting in all Faculty events such as #ChooseUP day, registrations, orientation and graduations;

Postgraduate Applications:

• Supporting and assisting Faculty postgraduate administrators in the co-ordination and administration of local and international postgraduate applications. Advising, consulting and attending to enquiries regarding applications;
• Monitoring of status of applications;
• Providing reports on postgraduate applications.

MINIMUM REQUIREMENTS:

• Relevant National Diploma with at least three (3) years’ experience OR National Senior Certificate (Grade 12) with at least five (5) years’ experience;
• At least three (3) years’ experience in a Higher Education environment;
• Demonstrated expertise in the interpretation and application of the University’s General and Academic Regulations, and the relevant faculty rules;
• Experience in general office administration and secretarial duties;

Experience mentioned above should include the following tertiary student administration functions:

• Applications;
• Committee Management; 
• Faculty Information; 
• Student Cases.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Excellent professional communication and language skills, both written and verbal;
• Strong display of customer service acumen;
• Ability to liaise and communicate effectively on all levels within the organization;
• The ability to work under pressure without compromising detail and accuracy; 
• Ability to prioritise work independently and handle simultaneous assignments with success and accuracy;
• Data analysis skills and the ability to compile reports;
• Problem solving abilities;
• The ability to handle confidential information;
• Thorough working knowledge of applicable computer programmes (MS Word, Excel, PowerPoint, e-mail and the Internet).

ADDED ADVANTAGES AND PREFERENCES:

• A Bachelor of Science Degree; 
• Advanced proficiency in MS Office: Word, Excel, and PowerPoint;
• Advanced skills in PeopleSoft or equivalent system;
• Experience in managing the logistical arrangements for committees and events.

CLOSING DATE: 2 February 2026