Senior Assistant Officer: Department of History at University of the Free State

Duties and responsibilities:

General administration:

• Provide administrative support to the Head of Department and all staff members.
• Type, copy, scan and/or file documents.
• Handle general enquiries of students and staff members.
• Responsible for meeting administration (agendas, minutes, and records).
• Arrange events, functions, venues, and catering.
• Organise travel and accommodation arrangements (national and international for staff members and visitors/guest speakers).
• Assist with marketing of the department and modules.
• Capture of research outputs on the Research Information Management System (RIMS)
• Assist with the administration of new and/or contract appointments.
• Assistant with the arrangements of shortlisting meetings and interviews.
   

Financial administration:

• Manage general financial matters and records in collaboration with the Head of Department.
• Manage and monitor all entities of the department (including research entities of staff).
• Manage and monitor the departmental budget and prepare financial statements.
• Complete and submit claims, quotes and requisitions.
• Order and purchase office supplies, stationery, and equipment.
• Complete and submit service requests for maintenance and repairs.
• Receive and distribute purchase orders and process invoices for payment.
• Update the departmental asset on a regular basis.
   

Academic administration:

• Handle academic enquiries of students and staff members.
• Manage tutors, departmental assistants and/or research assistants.
• Manage all the communication to students.
• Capture marks accurately on the UFS system (Gradebook) and keep record of departmental throughout rates.
• Assist with the verification of class and exam timetables for the department.
• Monitor the submission of study guides and/or examination question papers.
• Submit orders for library books and manage the departmental book collection.
• Assist with postgraduate applications and maintain postgraduate progress reports.
• Organise workshops and seminars.
• Liaise with the Teaching and Learning Manager of the Faculty as required.
• Liaise with external examiners and submit claims for payment.
• Regularly communicate with departmental research associates and manage their contracts.
   

Inherent Job Requirements:

• Grade 12 or National Vocational certificate on NQF Level 4 or a three-year National Diploma on NQF Level 6.
• A minimum of One (1) year of relevant working experience relating to the duties and responsibilities.

 
Recommendations:

• Bachelor’s degree or equivalent on NQF level 7.
• Post-school qualification relating to office administration and/or financial management.
• Knowledge of and/or previous experience in the use of the UFS financial, academic (PeopleSoft) and research (RIMS) systems.