Faculty Administrator (P13)

Purpose
The main purpose of this position is to proactively provide efficient and effective administrative support to all staff and students within the Faculty/Department/Section.

Minimum Requirements

• Grade 12
• 1-2 years of relevant experience.
• Computer literate (MS Office package -Word, Excel, PowerPoint, Teams, Outlook).

Recommendations

It will be an added advantage to candidates who have 1-2 years of experience in:

• Academic administration for undergraduate and postgraduate programmes, including academic advising.
  
• Experience with progress tracking of postgraduate students.
• Meeting the administration of committees.
• Show a working understanding of quality assurance and assessment, and moderate processes.

Duties and Responsibilities

General administration

• Provide administrative support to staff members through maintaining a filing system.
• Sending and receiving emails.
• Updating databases / data capturing.
• Answering and screening telephone calls and taking messages.
• Perform internet search to access relevant information.
• Making travel arrangements.
• Receiving visitors.
• Typing correspondence and documentation.

Meeting Administration

• Assist with arrangements and minutes of meetings as required.

Front Office Assistance

• Managing the front office / reception.
• Manage front office calls.

Financial Administration

• Processing and monitoring purchases.
• Ordering stationery & maintaining stock required for the Faculty.
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS.
• Communicate with all vendors regarding outstanding deliveries and payment procedures.
• Clearing unpaid PO’s monthly.
• Maintain and reconcile vendor accounts.

Asset Administration

• Ensure that all new and existing assets are appropriately recorded, registered, insured, and maintained.
• Record Asset Stock Count checks every three months.
• Match up purchase order number, asset number and serial number.

Conference / Event Organising

• Assist with all logistical aspects related to all events including workshops, meetings, conferences, seminars.
• Assist with co-ordination of site visits by sponsors and auditors.
• Ensure that all necessary documentation relating to SPU travel has been completed and submitted.
• Arrange logistical requirements for all site meetings.

Client/Student Liaison

• Co-ordinate liaison between faculty’s/departments/sections.
• Respond to student/staff/visitor queries.

Examinations

• Manage appointments and payment of external moderators
• Liaise with external examiners for returning external exam papers and marks

Monitoring, Evaluation, and Reporting

• Monitor, maintain, and order office consumables.
• Monitor maintenance of office equipment.

Ad hoc duties

• Assist where needed arises within the Section/ Department or the Faculty

Enquiries can be made via email at [email protected]

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.