Administrative Officer (Job Level 12)

Purpose

• The main purpose of this position is to perform a variety of clerical duties for functional groups involving compiling and arranging data, making standard computations, processing and coding documents and maintaining records and files.
• We therefore seek a skilled, self-motivated, high-performing professional for this permanent post within the Department.

Requirements

• Higher certificate in office administration (NQF 5) or similar;
• Up to two years' experience in general office administration;
• Relevant experience in student administration at a tertiary institution would be advantageous.

Recommendation:

• Knowledge of policy and procedures related to university administration will be advantageous;
• Relevant experience in student administration at a tertiary institution will be advantageous;
• A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and Research Administration systems will be advantageous.

Skills & Competencies

• Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience, or on the job training;
• Basic knowledge and skill of Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.

Responsibilities

• Assisting with following up with unregistered students to ensure that they are re-registered;
• Loading marks for undergraduate and postgraduate modules;
• Requesting changes to student records;
• 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;
• Supporting final-year students with their ICSP (Internship and Community Service Programme) applications and liaising with the Deputy Registrar's Office in this regard;
• Distributing online clinical platform surveys to students when requested by the programme coordinator;
• Submitting relevant information on University systems;
• Distributing accurate class lists and maintaining attendance registers;
• Coordinating the acquiring of student academic wear as per Faculty booklet and programme requirements;
• Managing, uploading, coordinating, and scheduling academic activities of the programme;
• Uploading and downloading learning material on University systems / providing support to students and lecturers;
• Scheduling meetings, department diaries, managing invitees, preparing the agenda, minute taking, distributing minutes and action points;
• Providing general office support to the Department, handling electronic communication, and / or telephone calls;
• Assisting with the dissemination of relevant information to students / stakeholders;
• Facilitating travel and accommodation arrangements of academic staff;
• Providing administrative support within the Department as directed by the HOD;
• Processing University access cards and access control;
• Logging maintenance calls if and when required;
• Facilitating and coordinating visitor administration, which includes parking arrangements and receiving visitors;
• Facilitating marketing material, brochures, flyers and promotional items through the Faculty's Marketing and Communication Division;
• Assisting with obtaining copyright permissions for articles to be used by facilitators;
• Coordinating student seating and workstation allocations;
• Assisting with the onboarding of new staff and scheduling training and development interventions on request of the HOD;
• Assisting with the processing of D20 and/or ad hoc requisitions;
• Providing administrative support for fixed-term contract appointments.

Additional Information

• While we have tried to ensure the accuracy of the information, Salary Magazine cannot accept any responsibility or liability for any errors or omissions.
• You should always check with the Job Center or employers directly to confirm the details are still accurate before applying.
• If you need further help with this job or any other, please feel free to ask.
• Best of luck with your job application!

Ref No

• TGB04/245/0924

Enquiries

• Enquiries regarding this post: Mrs Helen Williams-Spogter on 021 938 9044, or at [email protected]
• Enquiries regarding remuneration/benefits, as well as technical assistance with the electronic application process: Human Resources Client Services Centre on 021 808 2753 / 021 938 9636 or at [email protected]

Centre

• Faculty of Medicine and Health Sciences, Tygerberg campus