Personal Assistant to the Dean (Post Level 9)

Department Description/Departement Beskrywing

Faculty of Arts and Social Sciences

Dean's Division

Personal Assistant to the Dean (Post Level 9)

(Stellenbosch Campus)

Ref. LSW00/326/0826

The Dean's Division is responsible for the strategic, financial, human resources and operational management of the Faculty of Arts and Social Sciences at Stellenbosch University (SU).

The Faculty has approximately 300 staff members and 5 000 students across multiple programmes, 18 departments and three Type 2 centres.

The Dean's Personal Assistant provides executive, secretarial and administrative support primarily to the Dean, and on an ad hoc basis to the Vice-Deans and the Faculty Manager.

The incumbent is the first point of contact for the Dean's Office and manages the diary, correspondence, meetings, engagements and office administration of that office with a high degree of

professionalism, accuracy and discretion.

Duties/Pligte

• Managing the Dean's diary, including planning and scheduling appointments, meetings and engagements in alignment with the SU almanac and the Faculty Year Calendar, and

exercising judgement in prioritising competing demands on the Dean's time.

• Managing the Vice-Deans' diaries where relevant to their roles.

• Managing meeting logistics for the Dean and Vice-Deans, including sending invitations, preparing agendas, sourcing background documents, booking venues, arranging catering and

taking minutes where required.

• Making domestic and international travel and accommodation arrangements for the Dean, including flights, transfers and itineraries.

• Drafting correspondence, memoranda and other documents for the Dean's approval and signature and ensuring that all documentation presented to the Dean for signature is

accurate, complete and in order.

• Tracking matters requiring the Dean's decision, attention or follow-up, and taking these to closure.

• Serving as the first point of contact for the Dean's Office: receiving students, staff, parents and external visitors professionally, and handling enquiries by telephone, email or in person.

• Monitoring and managing the generic email address of the Dean's Office.

• Maintaining and updating key Faculty documents and information, and handling administrative tasks received from other SU units, as required.

• Providing secretariat support to meetings convened by or on behalf of the Dean: arranging meeting times, booking venues, requesting agenda items, compiling agendas and

addenda, circulating documents, taking minutes, and following up on decisions and allocated tasks to closure.

• Coordinating the logistics of events and functions hosted by the Dean's Office; managing bookings and related requirements for the faculty's committee room; and procuring supplies

for the Dean's Division.

• Processing financial requisitions and procurement for the Dean's Office on the University's financial system, obtaining quotations, maintaining supporting documentation, and

submitting transactions for approval in accordance

with the University's financial policy and delegations of authority.

• Providing general administrative support to the Dean, as required.

• Maintaining confidentiality and handling all sensitive information with discretion.

Job Requirements/Pos Vereistes

• A relevant post-school qualification at NQF Level 6 or higher, for example a three-year diploma or a bachelor's degree.

• At least five years' secretarial and administrative experience, including experience supporting a senior manager.

• Demonstrated experience in a higher education environment.

• Excellent verbal and written command of both English and Afrikaans.

• Proven proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams).

• Proven knowledge of SU administrative and financial systems (e.g. SUNFin, Oracle and SharePoint).

• Proven ability to take accurate minutes and produce them promptly.

• Excellent organisational ability, with a demonstrated capacity to prioritise competing demands.

• Proven ability to work independently, accurately and with initiative.

• The ability to function under pressure without compromising accuracy.

• Outstanding interpersonal skills and the ability to engage professionally with individuals at all levels, inside and outside the University.

• Discretion, and the ability to respect and maintain confidentiality at all times.

• Excellent time management skills.

Recommendation/Aanbeveling

• Experience in a Dean's Office or a comparable senior office in higher education.

• Proficiency in isiXhosa or another South African language.

• Formal training in executive support, office administration and minute-taking.