Administrative Assistant III (P11) (Registrar - Central Academic Administration Division: Timetables Department) (Re-advert)

Purpose

• General administrative assistance to the Snr Manager & other Timetable Department TTD staff re University Timetable CommitteeUTC-, TTD-, timetable- and venue booking-related tasks. Financial duties for the Timetable Department.

Responsibilities

• Administration and processing of UTC requests for timetable changes via the University's EDRMS System – i.e. Perceptive Content. Supplying first-line support and training in UTC eForm usage to academic staff members.
• Record-keeping and administration for fortnightly Timetable Department Staff meetings, including minute taking.
• Departmental record-keeping of staff matters – e.g. leave planned & taken, ITS INT 4 Student System access, organograms, asset lists, etc.
• Assist with diverse tasks for the Timetable Department, e.g. appoint temporary staff on Oracle, and as stand-in for the other TTD Admin Assistant when required to process requests for ad hoc venue bookings any campus as CELCAT Rooming Administrator.
• Financial duties for the Timetable Department – inter alia budget planning and capturing, plus placing orders, plus tracking expenditure and progress.
• University Timetable Committee UTC documentation and record-keeping, including updating the Timetable Distribution List every 2 months. UTC meeting administrative tasks re attendance, displaying documentation, book binding, etc.

Minimum requirements

• NQF 6 3-year Diploma in Business Admin, or Communication, or any IT-related field or relevant
• Minimum two years' of experience in academic administration at a tertiary education institution
• Knowledge of and at least one year's experience in the use of Scheduling Software such as CELCAT, Syllabus Plus, or similar
• Well-developed IT skills in the use of MS Office Applications, Oracle, Perceptive Content and IDU
• Good knowledge of and experience at least Intermediary Level in the use of MS Excel

Recommendations

• Experience in timetabling and/or venue bookings in academic administration at a tertiary education institution
• More than a year's experience in the use of CELCAT Scheduling Software
• Good knowledge of and a minimum of one year experience in the use of the ITS Integrator Student System supplied by Adapt IT
• Excellent IT skills related to MS Office Applications, Oracle, Perceptive Content, HEDA, BI reporting and IDU
• Advanced knowledge and skills in MS Excel
• Knowledge of UJ Policies and Procedures pertaining to timetable construction and/or ad hoc venue bookings

Competencies and Behavioural Attributes

• The ability to work under pressure with excellent data accuracy & attention to detail
• Basic numerical skills
• Very good verbal and written communication skills
• Well-developed client service skills
• Very good planning and organising skills, including time management
• Administrative skills

Deadline:7th August,2026