Administrative Officer needed at Stellenbosch University

Duties    

• Assisting with following up unregistered students to ensure that they are re-registered.
• Loading marks for undergraduate and postgraduate modules.
• Requesting changes to student records.
• Ensuring that assessments are timeously scheduled according to standard operating procedures (SOP’s).
• Facilitating leave of absence (load) applications for undergraduate and postgraduate students.
• Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.
• Supporting final-year students with their ICSP (Internship and Community Service Programme) applications and liaising with the Deputy Registrar’s Office in this regard.
• Distributing online clinical platform surveys to students when requested by the programme coordinator.
• Submitting relevant information on the University systems.
• Distributing accurate class lists and maintaining attendance registers.
• Coordinating the acquiring of student academic wear as per the Faculty booklet and programme requirements.
• Managing, uploading, coordinating, and scheduling academic activities of the programme.
• Uploading and downloading learning material on University systems / providing support to students and lecturers.
• Scheduling meetings, departmental diaries, managing invitees, preparing the agenda, minute taking, distributing minutes and action points.
• Providing general office support to the Department, handling electronic communication and/or telephone calls.
• Assisting with the dissemination of relevant information to students / stakeholders.
• Facilitating travel and accommodation arrangements of academic staff.
• Providing administrative support within the Department as directed by the Head of the Department (HOD).
• Processing University access cards and access control.
• Logging maintenance calls if and when required.
• Facilitating and coordinating visitor administration, which includes parking arrangements and receiving visitors.
• Facilitating marketing material, brochures, flyers and promotional items through the Faculty’s Marketing and Communication Division.
• Assisting with obtaining copyright permissions for articles to be used by facilitators.
• Coordinating student seating and workstation allocations.
• Assisting with the onboarding of new staff and scheduling training and development interventions on request of the HOD.
• Assisting with processing D20 and/or ad hoc requisitions.
• Providing administrative support for fixed-term contract appointments.

Job Requirement

• Higher Certificate in office administration (NQF 5) or similar.
• Up to two years experience in general office administration. Relevant experience in student administration at a tertiary institution would be advantageous.
• Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience or on the job training.
• Basic knowledge and skill of Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.