Administrative Officer: Western Cape - Stellenbosch University

Duties

General administrative support:

• Providing administrative support to the Language Centre (scheduling meetings and planned activities, monitoring diary, taking minutes during meetings, etc.);
• Receiving visitors, interacting with clients, and effectively managing email and telephonic enquiries;
• Keeping accurate administrative records;
• Performing asset administration, as needed.

Course administration:

• Carrying out administration for short courses within the Language Centre;
• Ensuring efficient course administration for credit-bearing courses (uploading student marks and student feedback, and handling test administration);
• Conducting layout and format checks on printed material (coursework books and tests), as needed.

Financial administration and budget control:

• Carrying out the financial administration required for daily operations in short-course portfolios and credit-bearing courses in a timeous and efficient manner and in line with Stellenbosch University's financial policies;
• Managing petty cash for short courses;
• Maintaining effective budget control about purchasing goods and services by course budgets;
• Providing ad hoc assistance with the annual budgeting process.

Job Requirements

• A post-matric qualification in office administration or a relevant field;
• At least three years of administrative work experience, including experience in short course administration and/or academic course administration;
• At least two years experience in financial administration (including invoicing, refunds, debtor administration and other standard bookkeeping tasks);
• Computer literacy in MS Office (Word, Excel and Outlook);
• Excellent interpersonal skills;
• Good verbal and written communication skills;
• The ability to work independently as well as in a team;
• Good organisational skills and the ability to adhere to deadlines.

Shortlisted candidates must be willing to undergo a computer proficiency test, as well as a skills test, which will include questions on financial administration and short course administration.

Recommendation

• Familiarity with the SU short course system;
• Knowledge of the SU financial system (SUNFin);
• A commitment to continuous professional development