Senior Administrative Officer - TGB02/047/0226 at Stellenbosch University

Duties/Pligte

• This role drives the administrative functions of CLIME by providing administrative, logistical, and management support to the group lead. It involves ensuring effective support to facilitate rapid and accurate decision-making and will involve reporting directly to the group lead and manager.  

Executive and Operational Support

• Acting as the primary administrative and operational support to the group lead, proactively managing priorities, deadlines, and follow-ups.
• Managing their own diary, coordinating meetings, preparing agendas and briefing materials, minute-taking, and action tracking.

Systems, Processes and Workflow Improvement

• Identifying administrative bottlenecks, and designing, implementing, and maintaining efficient systems and workflows.
• Proactively introducing automation and digital tools to improve operational efficiency and reduce repetitive work.

Stakeholder and Communications Coordination

• Coordinating communication between the group lead and internal and external stakeholders.
• Supporting the preparation of reports, updates, and documentation for funders, collaborators, and University structures.
• Financial, HR and Student Administration Support
• Facilitating travel and accommodation arrangements.
• Supporting HR processes, including onboarding, record-keeping, and training coordination.
• Processing student and trainee administration and maintaining accurate records across SUN systems.
• This role is ideal for a highly organised, energetic administrator who enjoys building systems, managing complexity, and working at the centre of a large, mission-driven research operation. The incumbent will work closely with the group lead and have significant scope to shape how the group functions operationally.
• This is a two-year fixed-term appointment. Subject to performance, operational requirements, and funding renewal, the possibility of transition to a permanent position may be considered. The role offers meaningful scope for professional growth, increased responsibility, and deeper involvement in the operational leadership of a large, internationally funded research group.

Job Requirements/Pos Vereistes

• National Senior Certificate and at least a Higher Certificate in office administration (NQF Level 5), or similar.
• At least three years' experience in general office administration.
• Knowledge of advanced administrative, operational or customer service skills acquired through education, experience or on the job training.
• Proficiency in office software and administrative systems.

Recommendation/Aanbeveling

• Knowledge of policy and procedures related to university administration.
• At least three years experience in personal assistance to a senior academic staff member.
• Demonstrated interest in process improvement, automation, or operational excellence.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong organisational, problem-solving, and follow-through skills.
• High level of professionalism, discretion, and reliability when working closely with senior academics.
• Confidence in independently identifying issues and proposing solutions.

Closing Date:13-Mar-2026