Stellenbosch University Administrative / Secretarial Jobs in Western Cape
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Duties
- This role supports the administrative functions within the independent academic division, ensuring smooth operations across student, financial, and HR domains.
Job Responsibilities
Divisional Administration:
- Providing administrative support within the Division as directed by the HOD.
- Assisting with obtaining copyright permissions for articles to be used by facilitators.
- Assisting with the dissemination of relevant information to students / stakeholders.
- Coordinating submissions to Ethics Committees.
- Facilitating and coordinating updates to annual reports, yearbooks, inventories and prospectus revisions as required.
- Facilitating and coordinating visitor administration, which includes making parking arrangements and receiving visitors.
- Processing University Access cards and access control.
- Facilitating marketing material, brochures, flyers and promotional items through the Faculty¿s Marketing and Communication Division.
- Facilitating travel and accommodation arrangements of academic staff.
- Logging maintenance calls on Planon.
- Processing SUNID applications, access cards and access control.
- Providing administrative support within the Department as directed by the HOD.
- Providing general office support for the Department, handling electronic communication and/or telephone calls.
- Scheduling meetings, department diaries, managing invites, preparing agendas, minute taking, and distributing the minutes and action points.
- Logging maintenance calls.
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Financial Administration:
- Accounts receivable - requesting invoice creation, submitting to debtors and following up on payment.
- Asset management - annual verification and confirmation of assets on the register, and retiring assets when applicable.
- Expense claims - entering expense report/spend authorisation and processing expense reimbursement.
- Procurement - loading and/or editing requisitions, purchase orders, processing goods receipt note (GRN), and submitting creditor invoices for payment.
- Facilitating travel and accommodation arrangements of academic staff.
- Processing D20 and/or ad hoc requisitions.
Human Resources Administration:
- Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.
- Providing administrative support for fixed-term contract appointments.
- Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.
- Providing administrative support for fixed-term contract appointments.
Student Administration:
- Assisting with following up unregistered students to ensure that they are re-registered.
- Assisting with annual reporting on available postgraduate programmes, current registration and enrolment planning.
- Assisting with undergraduate and postgraduate professional body registration, and submitting required information.
- Distributing accurate class lists and maintaining attendance registers.
- Distributing online clinical platform surveys to students when requested by the programme coordinator.
- Ensuring that assessments are timeously scheduled according to standard operating procedures.
- Facilitating leave of absence (loa) applications for undergraduate and postgraduate students.
- Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.
- Handling undergraduate and postgraduate applications submitted on SUNStudent.
- Loading marks for undergraduate and postgraduate modules.
- Managing, uploading, coordinating and scheduling academic activities of the programme on Placement Plus.
- Processing the required administrative documents with regards to external moderators and/or examinators.
- Providing secretariat duties for the Postgraduate Committees, Research Committees and Undergraduate Committees, which includes writing and coordinating reports.
- Requesting changes to student records.
- Submitting relevant information on SUNScholar, SUNStudent, PAS and research administration systems.
- Uploading and downloading learning material on SUNLearn / support to students and lecturers.
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Job Requirements
- National Senior Certificate or a certificate equal to NQF Level 4.
- National Vocational Certificate Level 4.
- At least two years' experience in general office administration.
- Knowledge of advanced administrative, operational or customer service skills acquired through education, experience, or on the job training.
- Proficiency in office software and administrative systems.
Recommendation
- Knowledge of policy and procedures related to university administration.
- Relevant experience in student administration at a tertiary institution.
- A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and research administration systems.
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