Office Coordinator: Office of the DVC: Teaching and Learning

Job Knowledge, Skills and Experience

• A relevant National Diploma in Office Management Technology or a Bachelor's degree in Administration or equivalent
• At least four 4 years' experience in administrative support involving secretarial responsibilities two 2 of which should be supporting at a senior management level
• Demonstrably ability in preparing reports for high-level meetings, and to present own material to influence decision makers to arrive at the certain outcome
• Experience working on multiple projects and with project management software.

Key Performance Areas / Principal Accountabilities

• Supporting the executive office and taking responsibility for the coordination of projects emanating from the Executive Officer.
• Working with the Executive Officer in developing comprehensive work-flow processes for the projects and making sure that role players are identified and their responsibilities are documented and clarified.
• Supporting the Executive Officer in drafting presentations, project proposals, preliminary schedules and budgets, and other needed resources.
• Proactively make sure that the interface between all stakeholders is kept alive through effective communication•Coordinates activities of the project team members to make sure those targets are met within agreed times.
• Maintains effective administration linked to the office through attending meetings, preparing minutes and reporting on outcomes of meetings.
• Planning, organizing and coordinating administrative aspects of the office functions including compiling of documenta for high-level meetings, drafting of communication in pursuant of getting assignments completed.
• Proactively follows up with relevant offices to pursue action plans, decisions and completion of assignments.
• Provides support for compilation of budgets, handling of purchases and monitoring of expenses to make sure that th department's expenses stay within approved budget.
• Responsible for development & implementation of efficient office system.
• Provides administrative support to the Executive Officer for high confidential and time sensitive matters

Competencies

• Ability to work independently and use own initiative and discretion to resolve problems and to be pro-active toget tasks done
• Stress tolerance and ability to work under pressure
• Adaptability
• Strong written and oral communication skills.
• Ability to work in a team.
• Proven analytical skills- the ability to assimilate detailed information and identify key issues.
• Ability to persuade others
• Excellent attention to detail and deadlines.
• Demonstrable interpersonal skills
• Conflict management skills
• Tact
• Integrity
• High work ethic
• Demonstrable advanced computer literacy and internet competency
• Action research skills
• Creativity and innovation skills
• Proven strong planning and organizing ability
• Strong customer focus
• Time management

Closing date: 04 October 2026