Administrative Officer: SU Woordfees at Stellenbosch University

Duties/Pligte

• Managing the day-to-day administration of the Woordfees environment, including handling telephone and email enquiries, maintaining filing and archive systems, databases, office supplies and suppliers, phone/internet contracts, etc.;
• First point of call for all IT and internet issues;
• Planning, organising and delivering internal and external meetings (including weekly team meetings and quarterly meetings of the advisory board, as well as any other SU meetings), circulating papers, taking minutes, organising venues and catering;
• Diary management for the Director and WOW project manager;
• Providing day-to-day support to the financial manager, including (but not limited to) maintaining efficient systems, raising purchase orders, following-up on invoices and open orders, liaising with SU procurement, preparing outgoing invoices, and compiling all payments/income;
• Planning and booking travel and accommodation for staff, support with artists and educators where required, and providing detailed travel itineraries;
• Providing logistical support for SU Choir tours;
• Liaising with SU Legal on pending contracts and agreements;
• Assisting management with arranging Human Resources processes, including any recruitment and induction procedures for temporary staff from time to time;
• Supporting the programme team with the administration of open-calls for artist and festival applications;
• Supporting the WOW environment with project applications and correspondence;
• Managing the processing of any merchandise sales, including posting orders and monitoring stock levels;
• Ensuring that the office is run as sustainably as possible;
• Leading on the planning and delivering the training and orientation process for temporary staff, for Woordfees and WOW activities;
• Supporting colleagues with the development and delivery of hospitality events, including compiling and managing guest lists, and supporting event planning and management;
• Contributing to the overall aims and objectives of the Woordfees environment;
• Undertaking any other reasonable duties as requested by the Director.

Job Requirements/Pos Vereistes

• Bachelor's degree or at least an NQF level 7 qualification;
• At least three years' experience as an office manager or executive personal assistant;
• Full proficiency in two of the official South African languages (one being English);
• Numeracy skills and strong project management skills;
• Experience of working with Microsoft 365;
• The ability to work flexibly on occasion, in the evenings and on weekends as appropriate;
• The ability to work as part of a small team and take initiative independently;
• The ability to work under pressure, prioritise workload and observe strict deadlines;
• A confident, friendly approach to working with a wide range of people and organisations.

Recommendation/Aanbeveling

• Previous experience in arts administration or outreach projects and/or not-for-profit organisations;
• A cultural and/or education enthusiast, passionate about and familiar with the environment¿s activities;
• Experience in managing IT provision and operations;
• Experience of managing teams of employees or volunteers.