Registrar's Division Centre for Academic Administration
Coordinator: Office of the Deputy Registrar: Academic Administration (Post Level 10)
(Stellenbosch and Bellville Park Campuses)
Registrateursafdeling
Sentrum vir Akademiese Administrasie
Kordineerder: Kantoor van die Adjunkregistrateur: Akademiese Administrasie (Posvlak 10)
(Stellenbosch- en Bellvillepark-kampusse)
Verw. REG/106/0426
Duties/Pligte
Managing diary, email, and appointments.
Handling correspondence and communications.
Arranging travel, functions, and events.
Providing administrative and personal assistant support, including telephonic enquiries, visitor reception (including refreshments) and document preparation.
Overseeing general office needs, purchasing, and maintenance.
Ensuring a welcoming office environment.
Managing operational tasks, including finances, cost centers, budget administration, and reconciliation.
Managing the interns.
Preparing/editing reports, agendas, minutes, handling filing, management info gathering, and database maintenance.
Organising internal/external meetings, tracking follow-up actions, and maintaining electronic/hardcopy files.
Liaising professionally with Stellenbosch University management, faculty, and staff.
Responding to enquiries and escalating issues as needed.
Managing generic and personal email accounts, responding to general enquiries, and guiding students, staff, and external stakeholders.
Assisting with the coordination of major events such as registration and graduations.
Performing additional ad hoc tasks as required.
Bestuur die dagboek, e-pos en afsprake.
Hanteer korrespondensie en kommunikasie.
Rel reis, funksies en geleenthede.
Verskaf administratiewe en persoonlike assistentondersteuning, met inbegrip van telefoniese navrae, ontvangs van besoekers (insluitend verversings) en die voorbereiding van dokumente.
Hou toesig oor algemene kantoorbehoeftes, aankope en instandhouding.
Verseker 'n verwelkomende kantooromgewing.
Bestuur operasionele take, met inbegrip van finansies, kostepunte, begrotingsadministrasie en rekonsiliasie.
Bestuur die interns.
Voorbereiding en redigering van verslae, agendas en notules, hanteer liassering, die insameling van bestuursinligting en instandhouding van databasisrekords.
Rel interne en eksterne vergaderings, uitvoer van opvolgaksies, en onderhou elektroniese en hardekopie-lers.
Skakel professioneel met bestuur, fakulteite en personeel van die Universiteit Stellenbosch.
Reageer op navrae en eskaleer sake waar nodig.
Bestuur generiese en persoonlike e-posrekeninge, hanteer algemene navrae en gee leiding aan studente, personeel en eksterne belanghebbendes.
Ondersteun die kordinering van groot geleenthede soos registrasie en gradeplegtighede.
Verrig addisionele ad hoc-take soos benodig.
Job Requirements/Pos Vereistes
A post-school qualification.
Four-years' relevant secretarial and / or administrative experience.
Exceptional verbal and written communication in English, with experience of working effectively in a multi-lingual, multi-cultural environment.
The ability to convey instructions to individuals and groups clearly and diplomatically.
Excellent interpersonal abilities, including customer service orientation, diplomacy, emotional intelligence, and integrity. Confidence in engaging at all levels within and outside the University.
High-level organisational skills, including planning, prioritising, coordination, and multi-tasking.
The ability to manage changing work requirements and varying volumes of work.
Aptitude for problem-solving, critical thinking, and handling conflict situations diplomatically.
The ability to work independently with a high degree of confidentiality, displaying accuracy and meticulousness in tasks.
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with administrative and financial systems. Experience with diary and travel management.
Flexibility to adapt to shifting work demands and occasional irregular hours.
Strong ability to work collaboratively within a team and effectively across the organisation.
Skilled in managing multiple tasks, meeting deadlines, and maintaining accuracy under pressure.
'n Naskoolse kwalifikasie.
Vier jaar se toepaslike sekretarile en / of administratiewe ervaring.
Uitstekende mondelinge en skriftelike kommunikasievaardighede in Engels, met ervaring om effektief in 'n veeltalige en multikulturele omgewing te werk.
Die vermo om instruksies duidelik en diplomaties aan individue en groepe oor te dra.
Uitstekende interpersoonlike vaardighede, met inbegrip van 'n klintediensgerigte ingesteldheid, diplomasie, emosionele intelligensie en integriteit. Selfvertroue om op alle vlakke binne en buite die Universiteit te skakel.
Hovlak-organisatoriese vaardighede, met inbegrip van beplanning, prioritisering, kordinering enom veelvoudige take op een slag uit te voer.
Die vermo om veranderende werksvereistes en wisselende werksladings te hanteer.
Aanleg vir probleemoplossing, kritiese denke en die diplomatiese hantering van konfliksituasies.
Die vermo om onafhanklik te werk met 'n ho mate van vertroulikheid, met klem op akkuraatheid en noukeurigheid in take.
Gevorderde vaardigheid in Microsoft Office (Word, Excel, PowerPoint en Outlook), asook ervaring met administratiewe en finansile stelsels. Ervaring met dagboek- en reisbestuur.
Buigsaamheid om aan te pas by veranderende werksvereistes en die bereidwilligheid om sporadiese onrelmatige ure te werk.
Sterk vermo om samewerkend binne 'n span en doeltreffend oor die organisasie heen te werk.
Die vermo om veelvuldige take te bestuur, sperdatums na te kom en akkuraatheid onder druk te handhaaf.
Recommendation/Aanbeveling
Bachelor's degree.
Five years' relevant secretarial and / or administrative experience at management level.
Baccalaureusgraad.
Vyf jaar se toepaslike sekretarile en/of administratiewe ervaring op bestuursvlak.