Administrative Officer at Stellenbosch University

Duties

 Financial administration and budget control:   

• Timeous and efficient execution of financial administrative tasks related to the daily functioning of the Department and in line with Stellenbosch University's financial policies. This will include processing requisitions, issuing requisitions, placing orders and receiving  goods, processing departmental bursaries, ad hoc payments, maintaining the asset register, and interacting with debtors and creditors;
• Managing cost centres of academic staff and researchers in the Department;
• Using the University's financial system to enter and extract financial data, and having a thorough understanding of the Department¿s cost centres and accounts;
• Internal liaising with SU's purchasing and procurement, financial services and vehicle fleet divisions;
• Responsible for all administrative and financial tasks regarding arrangements for national and international travel, accommodation and conference attendance for academic staff (with compliance to SU policy).

Secretarial and administrative support

• Receiving visitors, interacting with students, the effective management of email and telephonic enquiries;
• Maintaining an effective filing system of departmental documents;
• Providing secretarial and administrative support to academic staff members, and implementing undergraduate and postgraduate administration;
• Handling undergraduate teaching and assessment administration;
• Handling the departmental postgraduate administration;
• Administering and scheduling activities for the Department of Chemistry and Polymer Science (scheduling meetings and planned activities, monitoring and managing diaries, takingminutes during meetings, etc.);
• Compiling financial statements, memoranda and other relevant documents as needed;
• Coordinating effective internal communication with departmental staff and students;
• Maintaining the departmental website.

Job Requirements 

• A post-matric secretarial or administrative qualification (or equivalent);
• At least five years' secretarial and/or administrative experience;
• Knowledge and experience of financial, administration and information systems;
• The ability to liaise appropriately and effectively with individuals at all levels, both within and outside the University;
• Proven computer proficiency in the use of the Microsoft Office package (Word, Excel, Powerpoint, Outlook and Teams);
• Excellent verbal and written communication skills in English;
• The ability to work under pressure without compromising accuracy;
• Outstanding interpersonal skills;
• The ability to work independently as well as in a team;
• Excellent organisational skills, and the ability to adhere to deadlines.

Recommendation 

• A general working knowledge of scientific terminology;
• Some prior exposure to the use of chemical drawing software;
• Prior experience of administration work at a higher education institution;
• An excellent spoken and written command of Afrikaans.