Lo msebenzi uphelelwe. Closing date yawo ibi nge 18 ka May 2022.

Administrator in the Centre for International Teacher Education (CITE), Contract expiring 31 December 2023 - (5771)

Cape Peninsula University of Technology - Mowbray, Cape Town, Western Cape

Contract | Administration

Closing date yi 18 ka May 2022

Cape Peninsula University of Technology Administrator in the Centre for International Teacher Education (CITE), Contract expiring 31 December 2023 - (5771) Mowbray, Cape Town

Purpose

  • This post will serve as administrative support to the SARCHI for Teacher Education and Research Fellows in the Centre and will provide administrative support in all research and operational aspects for the Centre for International Teacher Education.
  • Please note that this is a contract post and that it holds no fringe benefits.

Requirements

  • Minimum a Matric Certificate. 
  • At least three (3) years of relevant experience in research administration and research project management 
  • Knowledge of tertiary institutions and education sector
  • Experience of working in a demand driven research environment
  • A good understanding of the research process in a research driven environment
  • Proficiency in MS Office suite
  • Sound communication skills
  • Sound writing skills

Skills & Competencies

  • Demonstrable ability to work independently and with minimal or no supervision
  • Excellent personal organizational skills with the ability to prioritize and to meet tight deadlines 
  • Good interpersonal skills with the ability to communicate and work effectively across teams and with a variety of people both inside and outside the organization 
  • Excellent oral and written communication skills 
  • High level of accuracy in all work with excellent attention to detail
  • Excellent administrative skills 
  • Good IT skills, including Microsoft Office packages: Word, PowerPoint, Excel, Outlook and databases  
  • Excellent customer service skills with a proven ability to respond positively and proactively to colleagues and external contacts 
  • Ability to deliver good quality work under tight deadlines
  • Ability to work independently with minimal or no supervision
  • A knowledge and understanding of procurement 
  • Able to work in a highly pressurized environment
  • Able to show initiative and problem solve
  • Sound communication skills
  • Sound writing skills

Responsibilities

Lead Administrative Support on Research Projects:

  • To provide support and lead on the administration of research projects generated by the Chair/Research Fellow
  • Ensure the administrative deliverables pertaining to research projects are realised. This may include, but is not limited to arranging meetings, minute taking, report writing, project procurement, bulk printing of instruments and ensuring all needs are met for data collection including ensuring data is stored securely.

Administrative support to the Centre and Director:

  • Coordinate and distribute the papers and documents for meeting
  • Monitor and advise on impending work deadlines for both internal and external commitments such as reports, presentations, conferences, and projects.
  • Coordinating travel plans and accommodation
  • Setting up conference calls
  • Support and guide other junior research administrative staff such as interns, etc.
  • Induct new staff members and students with regards to institutional processes and procedures
  • Synthesize administrative and project staff work plans into a core annual work flow plan for the Centre
  • Provide administrative support to research activities (including research publications)
  • Ensure the smooth and efficient functioning of the Director’s Office including facilitating all travel arrangements, hosting of all international and national visitors, and supporting the work of the Director’s Deputy/research fellow

Office Management:

  • Handle departmental diary including Director’s Diary
  • Handle response to emails.
  • Scheduling, organising and coordinating meetings and events including seminars and postgraduate workshops
  • Handle Centre’s incoming and outgoing correspondence.
  • Oversee all office functions such as answering of phones and digital documentation.
  • Maintain stationary, refreshments and other stocks
  • Make and manage appointments of visitors to the Centre

Internal and External Liaison:

  • Effectively communicating with internal and external stakeholders via email, telephone and MS Teams or Zoom
  • Liaise with cleaning staff
  • Overseeing bulk printing and any other printing needs
  • Ensure calls are answered within office hours, emails are promptly resolved and set up MS Teams/Zoom meetings as required
  • Liaise with institutional ICT professionals
  • Check and communicate NRF deadlines
  • Provide administrative support to Director and Centre staff at events such as conferences, symposiums and talks to foster relationships for possible future collaborations
  • Available after hours when required

Student Support:

  • Provide support to postgraduate students and postdoctoral fellows
  • Assisting with registration of postgraduate students
  • Handle communication and documentation for HDC
  • Assist with administering examinations including related time-tables and communication to students and examiners
  • Handle submission documents to Ethics Committee
  • Support and Guide students in meeting institutional and external research guidelines including ensuring ethics forms are accurately completed
  • Attend to Funding and Audit queries,

Advertising and Marketing:

  • Ensure timeous advertising of posts (Masters/D Ed/Postdoctoral Fellows)
  • Oversee the making of flyers for events
  • Ensuring website is current and updated
  • Together with the Chair/Director and other staff, plan and execute Centre events. This includes booking venues, procurement of catering, setting up of IT and any other administrative aspects related to the event.

Finance and Reporting:

  • Ensures budget monitoring in accordance with policy
  • Monitor Centre account and financial record keeping
  • Ensure all reports are completed, filed and submitted
  • Provide a weekly overview of Centre accounts and spending
  • Draw up a reporting map for the year and work with the Director and other staff to complete and submit these.
  • Minute taking of meetings and other such in accordance with Centre plans

Additional Information

  • The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply.
  • Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation.
  • We reserve the right not to make an appointment.
  • For enquires and assistance with your online application, please contact Mr Odwa Siza, (Human Capital Department) on (021) 959 6738 or 0812484251.

Lo msebenzi uphelelwe. Closing date yawo ibi nge 18 ka May 2022.

Lo msebenzi ufakwe ngu Tebuho Moshoeshoe nge 13 ka May 2022