Administrative Officer - Stellenbosch University Jobs in Western Cape

Job Description

Duties/Pligte

• Assisting with following up 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 (SOP's).
• Facilitating leave of absence (load) 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 the University systems.
• Distributing accurate class lists and maintaining attendance registers.
• Coordinating the acquiring of student academic wear as per the 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, departmental 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 Head of the Department (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 processing D20 and/or ad hoc requisitions.
• Providing administrative support for fixed-term contract appointments.
  
   

Job Requirements/Pos Vereistes

• 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.
• 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.
  
   

Recommendation/Aanbeveling

• 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.
  
   

How To Apply/Hoe Om Aansoek Te Doen

Stellenbosch University is committed to employment equity (EE), and appointments will be made in line with the EE plan for the specific environment as well as the institutional EE Plan of the University.

Stellenbosch University reserves the right not to make an appointment.

Your application, comprising a comprehensive curriculum vitae (including the names and email addresses of at least three referees) , must reach the University before or on the closing date of the advertised post.

APPLY ONLINE AT https://www.sun.ac.za/english/careers BY USING THE APPLY NOW LINK AT THE TOP RIGHT-HAND CORNER OF THE SPECIFIC VACANCY PAGE.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

Should no feedback be received from the University within four to six weeks of the closing date, kindly accept that your application did not succeed.

Enquiries/Navrae

Enquiries regarding this post: Prof A Zemlin on 021 938 4107, or at azemlin@sun.ac.za

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 sun-e-hr@sun.ac.za.

Currency ZAR

Closing Date 04-Oct-2024

Amount of Travel

Work At Home