Job Vacancies at University of the Witwatersrand

Brief Description        
Key responsibilities

•         Respond (with reference to course content) to prospective enquiries and provide detailed and accurate information relating to course offered, with reference to specific course;
•         Interface with potential delegates both telephonically and electronically, giving reliable advice on merits of programmes and difference between programmes;
•         Ensure leads are actioned within a 4-6 hour period;
•         Communicate pricing, billing and joining instructions clearly to delegates prior to programme commencement;
•         Book classrooms or other venues. Ensure facilities are available, has the appropriate equipment and is customer friendly. (Ensure that all equipment is working prior to the commencement of any courses.);
•         Effect efficient registration and putting together stationery packs, files bags, name tents and labels before registration, compiling of course packs and hand-outs for lecturers;
•         Organise and attend graduation i.e. invitations and replies, flowers, gowns, catering and bar, seating, music and photographer;
•         Book flights, accommodation, and car hire for out-of-town lectures in certain programmes;
•         Be prepared to travel to manage programmes, and to attend to all manner of programme issues while on the road;
•         Ensure Ulwazi and/or any electronic mediums that are required for the programme are set up timeously;
•         Performs any other tasks or activities which falls within the general functioning of the area as determined by his/her manager Executive Education Director;
•         Ensuring delegate lists are sent to Wits ICT for LMS login details;
•         Ensure the timeous and correct generation of annexures to allow for lecturer invoicing;
•         Ensure that participants or corporate clients are billed and pay fees prior to commencement of the programme or in accordance to the appropriate WBS payment policies;
•         Ensure timeous invoicing and getting appropriate authorisations from companies paying for participants (Executive Education);
•         Follow up on any outstanding billing amounts, in association with WBS Finance. (Ensure that all programmes are fully paid up at the completion of each programme before the issue of any certificates)
•      Producing a paid/not paid listing of delegates and following up outstanding amounts;

Knowledge Skills and Attitude

•        Ability to effectively nurture sales enquiries from potential delegates in order to support the achievement of departmental sales targets;
•        Strong interpersonal skills and delegate/client relations;
•        Strong administrative, organisational and project coordination skills;
•        Ability to work under pressure in the delegate/client service spotlight;
•        Ability to be agile and innovative;
•        Solutions and deadline driven;
•        Maturity in dealing with colleagues and delegates in difficult situations;
•      Microsoft Word, Excel and PowerPoint at an intermediate level.

Minimum academic and job requirements

•        A relevant three year qualification Degree;
•        Minimum  5 years’ experience in an office administration and /or project coordination environment, preferably within a higher education institution;
•        A valid drivers’ license;
•     An ability and willingness to travel if need be.

Additional details

•        Knowledge and understanding of higher education course administration.
•      This is a 2 years fixed-term contract.

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Brief Description        
Key Job Functions of the successful candidate include:

• Responsible for financial administration and support to the Centre
• Procurement function (preparation of the payment requests and payroll claims, ensuring appropriate authorisations, support and documentations in compliance with University policies and procedures)
• Accountable for loading of new vendors and the subsequent day to day management of supplier interactions, including sourcing quotes, ordering, tracking of deliveries and receipting
• Accountable for fixed asset verification in compliance with University Fixed Assets Policies and Procedures, including implementation of door lists and accurate recording of information in the asset register
• Assisting with financial reporting (monthly cash flows; monthly project statements for researchers; net portfolio calculations) and audits, both for internal processes and external stakeholders/funders
• Accountable for reconciliation of petty cash and/or credit cards
• Actioning bursary or research grant payments, and invoicing and reconciliation of unspent grant funding to be reimbursed back to the Centre
• Accountable for overseeing financial processes, procedures and controls in an efficient, effective and professional manner in compliance with University policies and procedures
• Assistance with budgeting for fundraising proposals to industry/philanthrophic organisations, in conjunction with the Wits Development and Fundraising Office, for sustainability planning, as may be required by the DSI-NRF processes
• Any other tasks or activities which fall within the general functioning of the unit, as determined by the Line Manager
   

Minimum qualifications/requirements/criteria  

• A bachelor’s degree with a major in accounting or equivalent
• At least five years administrative experience in an accounting environment at bookkeeper level or above
• At least one year of direct financial administration practical knowledge on the Oracle ERP System at Wits University
• Ability to maintain a high level of accuracy in preparing and entering financial information
• Attention to detail and high level of accuracy
• Adept at using Excel, Oracle and BI
• Ability to juggle multiple priorities simultaneously and take initiative
• Have a very high level of personal and professional integrity and trustworthiness
• Excellent communication and interpersonal skills with a variety of stakeholders (e.g. postgrad students / postdoc fellows / emerging and senior researchers / govt / industry partners, etc.)
• Strong problem solving, deductive reasoning and decision-making capabilities
• Be an innovative and creative thinker
• Ability to work under pressure, and to deadline