Administrative Officer at Stellenbosch University

Duties/Pligte        

• Serving as personal assistant to the Head of Social Impact;
• Providing administrative support to the Head in various roles within the Business School, Faculty and University;
• Offering administrative and secretarial support to the Social Impact Committee and the Operational Team;
• Managing the financial administration of the USB Social Impact cost centre;
• Handling the logistics, coordination and administration of Social Impact events/projects and programmes;
• Providing administrative support to the Head in relation to proposals and reports to the Management Committee and the Academic Planning Committee;
• Rendering administrative assistance to the USB Social Impact Committee on media coverage on a quarterly basis;
• Representing (standing in for) the Head of USB Social Impact at relevant Faculty/University meetings/events when needed;
• Assisting students with Social Impact related studies, postdoc fellows/supervisors with research and project teams with Social Impact initiatives;
• Collecting data for Social Impact reporting and preparing quarterly reports on Social Impact programmes and projects;
• Engaging with USB Marketing to ensure that information on the website is relevant and up to date;
• Registering the USB Social Impact initiatives on the Social Impact website of Stellenbosch University;
• Responsible for  collating Social Impact narratives; 
• Liaising with (being a point of contact for) various Social Impact working groups;
• Performing ad hoc functions (and other related activities as deemed necessary) as needed;
• Coordinating project meetings and Social Impact initiatives between the Social Impact team and its NPO/NGO partners;
• Managing Social Impact funding logistics and correspondence, and preparing Social Impactfunding reports as requested;
• Liaising with Social Impact partners and reporting on progress at Social Impact Committee meetings.

Job Requirements/Pos Vereistes        

• A relevant national diploma or relevant post matric qualification at NQF level 6 or equivalent;
• Three years' administrative experience in an administrative capacity;
• Proficiency in relevant software applications for spreadsheets and word processing, PowerPoint, Outlook and financial administration;
• An excellent spoken and written command of English, and the ability to function effectively in a multilingual environment;
• The ability to work on own initiative, both independently and within a team;
• Strong organisational skills and the ability to function with high energy and drive;
• The ability to produce cogent (well-formulated) correspondence, funding proposals, reports and documents, as well as the ability to independently manage information and enquiries appropriately;
• The proven ability to produce communication and documents, as well as experience in information and communication management; 
• Excellent interpersonal relationship skills in the context of engaging with a diversity of role players;
• A positive attitude towards clients and colleagues with a stakeholder engagement orientation;
• The ability to use discretion (think ahead) and to take initiative;
• Excellent time management skills.

Recommendation/Aanbeveling        

• Knowledge of the University's financial system;
• Experience in project management;
• Understanding of Social Impact.