Administrative Officer needed at Stellenbosch University

Duties

• Assisting in following up unregistered students to ensure that they are re-registered;
• Loading of marks for undergraduate and postgraduate modules; 
• Requesting changes to student records; 
• Ensuring that assessments are timeously scheduled according to standard operating procedures;
• Facilitating leave of absence (LOA) 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 the online clinical platform survey to students when requested by the programme coordinator;
• Submitting relevant information on the University’s systems; 
• Distributing accurate class lists and maintaining attendance registers;
• Coordinating the acquiring of student academic wear as per faculty booklet and programme requirements;
• Managing, uploading, coordinating, and scheduling academic activities of the programme;
• Uploading and downloading learning material on the University’s systems / providing support to students and lecturers;
• Scheduling meetings, departmental diaries, managing invitees, preparing the agenda, minute taking, and distributing minutes and action points;
• Providing general office support to the Department, and 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;  
• Processing of University access cards and access control; 
• Logging maintenance calls if and when required; 
• Facilitating and coordinating visitor administration, which includes arranging for parking 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 Head of the Department;
• Assisting with the processing of D20 and/or ad hoc requisitions; 
• Providing administrative support for fixed-term contract appointments. 

Job Requirements   

• Higher certificate in office administration (NQF 5) or similar;
• Up to two years’ experience in general office administration.
• Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience, or on the job training;
• Basic knowledge of and skill in Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.