Senior Assistant Officer at University of the Free State

Duties and responsibilities:

• Provide an effective interface between the office of the Head of Department (HOD) and
• members of the university community, public, private and community organisations, and business and government sectors.
• Manage enquiries and refer enquiries to knowledgeable persons in a discretionary manner.
• Assist the HOD with the day-to-day management of core administrative business of the department.
• Coordinate undergraduate and postgraduate student academic administration activities (department admissions, academic advising, registration enquiries, upload assessment marks on PeopleSoft etc.) effectively.
• Develop, implement, and manage appropriate administrative control systems.
• Lead innovation and optimize processes and procedures.
• Adhere to UFS's human resource and financial policies and procedures.
• Coordinate received data, analysis, and information in support of planning and decision. Form and foster relationships across the University and external stakeholders (students and professional bodies).
• Ensure that all the activities within the department are carried out to the highest possible standards, and that the necessary evaluation and monitoring procedures are in place to ensure compliance.
• Adhere to auditing, quality assurance and risk management procedures both internal and external.
• Monitor contract appointments within the department to ensure timeous submissions to HR.
• Manage entities within the department and payments and transfer of funds between the entities.
• Arrange travel and accommodation arrangements for academic staff members (national and international), and visitors/guest speakers.
• Arrange equipment, typing and checking final minutes, notices, correspondence, and agendas, as well as ensuring the circulation of documents to relevant stakeholders where action is required.
• Deal with all meeting administration, including coordinating meetings, booking venues for meetings and workshops.
• Deal with general administration, including typing and dispatching faxes, e-mails, correspondence, reports, directives, schedules, references, and other documentation.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.

Inherent requirements:

A Bachelor’s degree on NQF 7 in any Economic and Management Sciences or related field.
A minimum two (2) years relevant experience, related to duties and responsibilities, in an administrative role in a higher education environment or equivalent.

Recommendations:

• A post-graduate qualification in any Economic and Management Sciences or related field.
• Experience within the higher education environment
• Knowledge of university systems, policies, procedures such as PeopleSoft
• A thorough understanding of the PeopleSoft system and UFS administrative and financial systems.
• Working knowledge of MS Word, Access, Outlook, Excel and Sharepoint.

Competencies
Required competencies:

Results Orientated:

• The ability to be reliable, responsible, dependable and to fulfil obligations.
• The ability to deal calmly and effectively with high stress situations.

Strategic Thinking:

• The ability to deal with several activities at a time.
• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

Business Acumen:

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.

Leading:

• The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.
• The ability to lead, take charge of situations, and offer opinions and directions to others

Building Coalitions:

• The ability to interact with others and establish personal connections with people.
• The ability to be sensitive and understanding to the needs and feelings of others.