Administrative Assistant (P000162)

Introduction

NORTH-WEST UNIVERSITY (VANDERBIJLPARK CAMPUS) FACULTY OF THEOLOGY – SCHOOL FOR CHRISTIAN MINISTRIES AND LEADERSHIP POSITION NUMBER: P000162 VACANCY: ADMINISTRATIVE ASSISTANT PEROMNES GRADE: 13 EMPLOYMENT TYPE: TEMPORARY FIXED-TERM APPOINTMENT Duties & Responsibilities

PURPOSE OF THE POSITION Administration and facilitation support to the colleagues and students at the VC. KEY RESPONSIBILITIES: 1. VC FACULTY ADMINISTRATION

• Maintain a robust and productive communication channel with the Director's office at Potchefstroom Campus. • Ensure that all critical information is shared promptly and accurately. • Facilitate informed decision-making and coherence in operations across campuses. • Oversee the execution of administrative tasks within the Vanderbijlpark Campus Faculty. • Align all administrative activities with deadlines and requirements set by the Director's office. • Ensure smooth and timely completion of all administrative duties. • Provide comprehensive support to academic staff on Vanderbijlpark l Campus. • Address the needs and inquiries of academic staff promptly and efficiently. • Create a conducive atmosphere for academic activities and staff well-being. • Assist in organizing and coordinating meetings. • Maintain all relevant documentation and records in compliance with established guidelines from the Director's office. • Ensure records are accurate, up-to-date, and stored securely. Provide reliable documentation that supports the administration and academic activities. • Student queries must be handled with the necessary effectiveness and care. • Access to SIS (academic records, etc) • Student inquiries are addressed promptly and effectively; compliance with A Rules and F Rules is maintained. • Effective communication and collaboration with campus-level offices; timely implementation of policies and procedures. 2. VC FACULTY FINANCES

• To maintain precise and error-free financial management within the NWU KUALI Financial System (KFS), ensuring timely processing of transactions, adherence to policies, proficiency improvement, and data security. • Ensure that all financial transactions align with the relevant NWU financial policies and guidelines. • Maintain adherence to institutional financial standards, reducing the risk of non-compliance issues. • Process financial transactions promptly, adhering to established timelines for invoice processing, expense reimbursements, and other financial activities. • Apply knowledge gained from training to enhance proficiency in using the NWU KUALI Financial System (KFS), improving efficiency and accuracy. • Maintain the integrity and security of financial data in the NWU KUALI Financial System (KFS), protecting sensitive information from unauthorized access. • Safeguard financial data integrity and security, protecting the institution's financial information and reputation. • ALL expenses must first be approved by the Director. 3. AD HOC TASKS

• Prioritize and complete assigned ad hoc tasks within the set timeframes, adapting flexibly to varying responsibilities. • All ad hoc tasks are completed within the specified deadlines, demonstrating adaptability and efficiency. • Ensure that unexpected or additional responsibilities are handled promptly and effectively, maintaining overall productivity and responsiveness. 4. VC FACULTY MANAGERIAL ADMINISTRATION

• Ensure seamless communication between the Faculty Coordinator and the Director's Office, promptly responding to inquiries and relaying information accurately. • Timely and precise responses to inquiries; accurate and prompt information relay. • Assist the Faculty Coordinator with administrative tasks, including scheduling meetings and coordinating campus-specific activities. • Effective scheduling and organization of meetings; smooth coordination of campus-specific activities. • Enhanced organizational efficiency and productive campus activities. • Monitor tasks assigned by the Faculty Coordinator and the Director, ensuring they progress as intended and providing regular updates. • Consistent tracking of task progress; timely and accurate progress reports. • Accountability and timely completion of tasks, supporting campus goals and objectives. • Enhance campus operations and student experience through well-coordinated and effective campus-specific activities. 5. VC FACULTY MEETINGS

• To ensure the efficient scheduling and execution of meetings, both virtual and in-person, by managing logistical details, preparing agendas, and maintaining accurate records of discussions and action items. • Coordinate and set up virtual meetings by ensuring that all participants receive invitations, relevant links, and technical assistance if required. • Plan and arrange logistical details for in-person meetings, including venue bookings and any required equipment. • Collaborate with the Faculty Coordinator or Chairperson to develop well-structured meeting agendas that cover relevant topics and encourage meaningful participation. • Maintain accurate records of meeting discussions and action items, documenting minutes and distributing them promptly after each meeting. 6. OHS (Occupational Health and Safety)

• Number and scope of potential and real OHS risks identified and reported immediately to the line manager.
• Other efforts to mitigate these risks without endangering oneself and/or any others.
• OHS training received.
• Compliance with OHS audits, schedules, evacuation drills etc.

Desired Experience & Qualification

• Grade 12 (NQF level 4). • A minimum of two (2) years’ experience in administration and facilitation. KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

• Computer literacy in MS Word, PPT, Excel • Literacy in KFS BEHAVIOURAL COMPETENCIES

• Good communication skills. • Good office ethical behaviour. REMUNERATION: The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines. ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Prof Amanda du Plessis on 018 299 1600 ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms. Rouzen Slambert on 018 285 2861 CLOSING DATE: 21 August 2026 PLANNED COMMENCEMENT OF DUTIES: As soon as possible Kindly take note: applications must be submitted online through the official nwu vacancy website. Incomplete applications and those submitted through any other platform will not be considered. The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan. The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only. If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful. It all starts here ®