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Administrative Officer – Biochemistry needed at Stellenbosch University

Job title : Administrative Officer – Biochemistry

Job Location : Western Cape, Stellenbosch

Deadline : April 07, 2024

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Duties    

Financial administration: 

  • Basic financial administration, including requesting quotes, placing orders and submitting invoices for payment;
  • Managing stationery and cleaning material stock purchasing; 
  • Managing the shipment of parcels using courier services;
  • Liaising with the divisions of purchasing and procurement, financial services and the vehicle fleet;
  • Managing all departmental requests related to travel and conference attendance, as well as travel-related claims (in compliance with SU’s policy).

General administrative support: 

  • Managing access control of visitors to the Department;
  • Reception of official and ad hoc visitors;
  • Effectively managing in-person, email and telephonic enquiries;
  • Receiving official deliveries to the Department, and correctly handling and distributing it  to the relevant receiver;
  • Managing and coordinating effective communication channels to both departmental personnel and other stakeholders;
  • Providing support for maintaining the departmental website.

Secretarial support: 

  • Scheduling and administering assigned departmental activities (i.e., planned meetings, social functions) as needed;
  • Providing secretarial support for meetings (i.e., preparing agendas and meeting materials, taking minutes, compiling minutes);
  • Keeping accurate administrative records for the Department on MS Teams and/or SharePoint;
  • Monitoring and managing the Head of the Department’s (HOD)  diary and email as needed;
  • Providing secretarial support to the HoD and the departmental manager as needed;
  • Acting as internal and external liaison with stakeholders;
  • Providing general assistance with ad hoc tasks.

Administrative support of teaching, learning and assessment (TLA)-related activities:

  • Assisting with teaching, learning and assessment (TLA)-related administration (including preparing and submitting TLA-related reports);
  • Providing TLA-related administrative support (i.e., preparing  and managing teaching and assessment materials, administration of marks) as needed;
  • Effectively managing and directing general student-related queries;
  • Maintaining the cloud-based repository of TLA-related materials.

Job Requirements

  • A post-matric secretarial or administrative qualification (or equivalent);
  • At least five years’ secretarial and/or administrative experience;
  • Excellent and demonstrable general computer literacy and proficiency in the use of the Microsoft Office packages (Word, Excel, PowerPoint, Outlook, Teams and OneDrive)including the use of  cloud-based features.;
  • Outstanding interpersonal skills and the ability to work as part of a team, and to liaise appropriately with individuals at management and other levels, both within and outside the University.
  • Effective planning, organisational and prioritisation skills;
  • The ability to work under pressure and to adhere to deadlines without compromising accuracy;
  • The ability to respect and manage confidentiality;
  • The ability to work independently and apply own initiative;
  • Excellent verbal and written communication skills in English.

How to Apply for this Offer

Interested and Qualified candidates should Click here to Apply Now

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