Administrative Assistant

Department Description/Departement Beskrywing

SUNCOM

Transport Services

Administrative Assistant (Post Level 11)

(Stellenbosch Campus)

Ref. KD/308/0726

Transport Services at Stellenbosch University (SU) provides transport solutions that support students, staff, visitors, and institutional operations through shuttle services, scheduled transport, special transport arrangements, and stakeholder transport requirements. The Administrative Assistant / Office Administration Manager provides critical administrative, coordination, and office management support to ensure efficient service delivery, effective stakeholder engagement, sound governance, and professional support to the Director and departmental operations.

SUNCOM

Vervoerdienste

Administratiewe Assistant (Posvlak 11)

(Stellenbosch-kampus)

Verw. KD/308/0726

Vervoerdienste by die Universiteit Stellenbosch (US) verskaf vervoeroplossings wat studente, personeel, besoekers en institusionele bedrywighede ondersteun deur pendeldienste, geskeduleerde vervoer, spesiale vervoerrelings en belanghebbende-vervoervereistes.

Die Administratiewe Assistent / Kantooradministrasiebestuurder bied kritieke administratiewe, kordinerings- en kantoorbestuursondersteuning om doeltreffende dienslewering, effektiewe betrokkenheid van belanghebbendes, goeie bestuur ("governance") en professionele ondersteuning aan die Direkteur en departementele bedrywighede te verseker.

Duties/Pligte

• Managing the day-to-day administration and office operations of Transport Services.

• Providing executive and personal assistant support to the Director, including diary management, travel arrangements, correspondence, meeting coordination, and document preparation.

• Coordinating transport bookings and scheduling for students, staff, events, and stakeholders.

• Managing departmental meetings, agendas, minutes, and administrative processes.

• Maintaining accurate records, reports, transport schedules, invoices, compliance documentation, and operational information.

• Supporting personnel administration, including leave administration, onboarding processes, staff records, organograms, and internal communications.

• Assisting with transport-related enquiries and serving as a key administrative point of contact.

• Supporting compliance, risk management, and policy implementation within the Department.

• Maintaining transport databases, scheduling systems, and electronic records while ensuring compliance with data protection requirements.

• Always providing professional customer service and stakeholder communication.

• Bestuur die Vervoerdienste se dag-tot-dag administrasie en kantoorbedrywighede.

• Verskaf uitvoerende en steun as persoonlike assistent aan die Direkteur, insluitend dagboekbestuur, die tref van reisrelings, korrespondensie, kordinering van vergaderings, en die voorbereiding van dokumente.

• Kordineer vervoer-besprekings en skedulering vir studente, personeel, geleenthede en belanghebbendes.

• Bestuur departementele vergaderings, agendas, notules en administratiewe prosesse.

• Handhaaf akkurate rekords, verslae, vervoer-roosters, fakture, voldoeningsdokumentasie, en operasionele inligting.

• Ondersteuning van personeeladministrasie, insluitend verlofadministrasie, induksieprosesse, personeellers, organisasiestrukture (organogramme) en interne kommunikasie.

• Verleen bystand met vervoer-verwante navrae en dien as 'n sleutel administratiewe

• kontakpunt.

• Ondersteuning van voldoening, risikobestuur en beleidsimplementering binne die Departement.

• Instandhouding van vervoerdatabasisse, skeduleringstelsels en elektroniese rekords, terwyl voldoening aan databeskermingsvereistes verseker word.

• Deurlopende verskaffing van professionele klintediens en kommunikasie met belanghebbendes.

Job Requirements/Pos Vereistes

• A National Diploma in Office Administration, Transport Management, Logistics, Business Administration, or a related field.

• At least three years' administrative experience.

• Experience within a transport, logistics, fleet management, or service delivery environment.

• Advanced computer literacy, including MS Office applications.

• Strong administrative, organisational, and record-keeping skills.

• Excellent verbal and written communication skills in English and Afrikaans.

• Strong customer service and stakeholder engagement skills.

• Good planning, coordination, and time management abilities.

• Basic understanding of financial and procurement processes.

• Numerical accuracy and attention to detail.

• 'n Nasionale Diploma in Kantooradministrasie, Vervoerbestuur, Logistiek,

• Besigheidsadministrasie, of 'n verwante veld.

• Minstens drie jaar se administratiewe ervaring.

• Ervaring in 'n vervoer-, logistiek-, vlootbestuur- of diensleweringsomgewing.

• Gevorderde rekenaargeletterdheid, insluitend MS Office-toepassings.

• Sterk administratiewe-, organisatoriese- en rekordhoudingsvaardighede.

• Uitstekende mondelinge en skriftelike kommunikasievaardighede in Engels en Afrikaans.

• Sterk klintediens- en belanghebbendebetrokkenheidsvaardighede.

• Goeie beplanning-, kordinering- en tydsbestuursvaardighede.

• Basiese begrip van finansile en verkrygingsprosesse.

• Numeriese akkuraatheid en aandag aan detail.

Recommendation/Aanbeveling

Preference may be given to candidates with

• Knowledge of procurement and financial administration processes will be beneficial.

• Experience within a higher education institution.

• Knowledge of transport regulations and transport administration.

• Knowledge of university systems and procedures.

• Exposure to fleet administration and transport operations.

• Experience supporting senior management in a personal assistant or executive support capacity.

• A valid Code B driver's licence.

Voorkeur kan gegee word aan kandidate met

• Kennis van verkrygings- en finansile administrasieprosesse sal voordelig wees.

• Ervaring binne 'n horonderwysinstelling.

• Kennis van vervoer regulasies en vervoeradministrasie.

• Kennis van universiteitstelsels en -prosedures.

• Blootstelling aan vlootadministrasie en vervoerbedrywighede.

• Ervaring in die ondersteuning van senior bestuur in 'n persoonlike assistent- of uitvoerende ondersteuningsrol.

• `n Geldige Kode B-rybewys.