Administrative Officer C (Post Level 12)

Department Description/Departement Beskrywing

Faculty of Engineering

Dean's Division

Administrative Officer C (Post Level 12)

(Stellenbosch Campus)

Ref. ING00/332/1026

The Dean's Division in the Faculty of Engineering at Stellenbosch University (SU)operates as the central management hub of the Faculty, where it provides strategic and operational direction.

It facilitates several staff and student support functions for the Faculty and manages all shared facilities across the Faculty.

Duties/Pligte

• Reception and switchboard:

• Professional handling of switchboard and general enquiries.

• Receiving students, staff and visitors.

• Access control and monitoring at the entrance.

• Correctly referring students and visitors to the appropriate departments, divisions or other staff.

• Making arrangements for appointments with appropriate staff in the Dean's Division when necessary.

• Administrative support:

• Supporting the faculty director with diary management and basic secretarial services.

• Providing secretarial and administrative support to vice-deans in relation to their functions as vice-deans.

• Supporting the personal assistant of the dean where necessary.

• Assisting with making arrangements for functions and meetings of the Dean's Division.

• Maintaining effective filing systems for own use as well as for other members of the Dean's Division.

• Courier shipments on behalf of the Dean's Division.

• Finalising travel arrangements for the vice-deans and the faculty director (bookings, registration for congresses, visa applications, daily allowances, foreign exchange, etc.).

• Arranging the year-end function for the administrative and technical staff.

• Assisting bursars to arrange appointments with students as needed.

• Assisting with returning the lost property of students to them.

• Performing other ad hoc administrative duties as and where necessary.

• Financial administration:

• Obtaining quotations and placing orders for the Dean's Department on request.

• Receiving all goods and completion of services.

• Handling reimbursement claims from Dean's Department activities.

• Submitting salary and wage requests.

• Supporting the Engineering Student Council and the Engineering Winterweek Committee with enquiries, orders and general financial management.

• Assisting with financial management and reports in conjunction with the Faculty Director.

Job Requirements/Pos Vereistes

• At least a Grade 12 qualification.

• An after-school qualification relevant to the duties described above.

• At least three years' experience in (a) similar position(s).

• Good experience with using financial systems such as Oracle Finance or other similar systems.

• Fluent communication ability in English and acceptable communication ability in Afrikaans.

• Very good computer skills in MS Word, Excel and Outlook to complete administrative tasks efficiently.

• Strong interpersonal and organisational skills.

• Good knowledge of the Stellenbosch University environment.

• The ability to provide a professional and friendly service under pressure.

Recommendation/Aanbeveling

• Knowledge and experience of student administration within an engineering / science, or technical research environment; and/or

• Experience with Stellenbosch University's student administration system (SUNStudent).

IMPORTANT: To help the panel in assessing your suitability for the position, please include a cover letter, detailing how you believe you meet the requirements for the position, and whether you satisfy the recommendations.