Administrative Officer C1 - Stellenbosch University

The Post Entails a Wide Variety Of Functions Relating To Organising, Coordinating And Monitoring, Including But Not Limited To

• Providing administrative and secretarial support to the Head of the Division, as well as students and staff in the Division of Plastic and Reconstructive Surgery.
• Providing general office support to the Head of the Division to ensure efficient functioning of the Division;
• Diary management and scheduling appointments and meetings;
• Coordinating divisional postgraduate activities and other administrative functions in the Division of Plastic Surgery;
• Communicating with acting HOD, postgraduate committee and enrolled postgraduate students with regards to registration and other academic matters;
• Secretariat and coordination of the postgraduate committee - compiling minutes and preparing reports;
• Providing administrative support to postgraduate students and programme coordinator(s);
• Assisting in the adaptation of existing tools and resources as needed for effective implementation of activities;

• Developing and maintaining the E-learning component of the Division (SUNLearn - updating and uploading of material, rosters, etc.);
• Collecting and maintaining records, updating databases on different postgraduate and undergraduate activities, and providing timely information for M&E purposes;
• Collating and uploading undergraduate and postgraduate marks;
• Coordinating queries from undergraduate and postgraduate students;
• Coordinating submissions for ethics approval, verifying meeting requirements and submission in time to meet deadlines;
• Coordinating postgraduate thesis submissions and liaising with examiners;
• Forwarding examiner reports to supervisors and collecting final supervisor reports;
• Submitting all final reports to the Vice-Dean: Research for approval;
• Acting as liaison between the Division and academic administration in the Faculty on matters related to all undergraduate and postgraduate activities.

Job Requirements

• Suitable post-matric secretarial or administrative qualification, or at least three years' relevant secretarial and/or administrative experience;
• At least two years' experience in an administrative role;
• Good interpersonal and written and verbal communication skills;
• Good computer skills;
• Excellent organisational skills;
• The ability to take initiative, prioritise work and work independently;
• Accuracy with completion of tasks.

Recommendation

• Knowledge of the Faculty of Medicine and Health Sciences;
• Knowledge of the University's systems;
• Knowledge and experience of SUNLearn.