Senior Management Assistant - Department of Enrolment and Student Administration

UP Professional and Support

DEPARTMENT OF ENROLMENT AND STUDENT ADMINISTRATION

SENIOR MANAGEMENT ASSISTANT

PEROMNES POST LEVEL 09

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE:

The purpose of this job is to provide high-level administrative, financial, and secretarial assistance to the Director, Deputy Directors, and staff in the Department of Enrolment and Student Administration (DESA) to promote the Department’s and University of Pretoria’s vision and mission.

RESPONSIBILITIES:

The successful candidate’s responsibilities will include, but are not limited to:

• Diary management, office administration and process facilitation:

  • Plan and administrate the Director's diary and assist with Deputy Directors’ diaries;
  • Plan and schedule weekly meetings between the Director and Deputy Directors;
  • Plan and schedule DESA staff meetings;
  • Coordinate and oversee the daily workflow in the Director's office;
  • Schedule meetings in the Director's boardroom and central office, and keep a record of all assets;
  • Screen and attend to incoming calls, e-mails, enquiries, requests, and other mail to the Director;
  • Receive and check contracts, budgets, and statements for the Director’s approval;
  • Receive, screen, investigate and follow-up/respond to all student queries and complaints addressed to the Director;

• Data management and distribution:

  • Update and distribute the DESA staff contact list;
  • Update and maintain electronic group address books for utilisation by the Director, Deputy Directors, Assistant Deputy Directors, Faculties, Finance Department, and HR Department;
  • Draft, compile, and distribute all outgoing notifications, invitations, letters and other important information and documents from the Director to staff members;
  • Implement and control the accurate filing of correspondence, documents, presentation agendas, minutes, policies and procedures, contracts, and reports, including the electronic filing system, by regularly improving and updating the system;

• Committee administrative support:

  • Plan and schedule meetings, set up venue and audio-visual equipment, and arrange catering;
  • Compile and distribute agendas, minutes, and additional documentation;
  • Communicate policy decisions, resolutions, and outstanding actions, and distribute to relevant staff members and stakeholders;

• Travel and conference management:

  • Coordinate and manage travel related matters for conferences for the Director: DESA;
  • Provide travel related support to DESA Deputy Directors when required;

• Events planning and coordination:

  • Plan, coordinate, and execute all functions hosted by the Director, including meetings, year-end function, Director's office year-end teambuilding event, international and high-profile stakeholder lunches and other functions;
  • Draft and distribute function invitations;
  • Oversee attendance register;
  • Book venues (internal and off campus) and attend to the setup, parking arrangements, and security details where relevant;
  • Ensure protocol is adhered to;

• Financial management and administration:

  • Purchase refreshments, gifts, and other ad hoc purchases in the Directors office;
  • Process all requisitions, and purchase orders which include marketing and media, printing costs, IT equipment, stationary, catering and refreshments, furniture, other assets, conference payments, travel and accommodation costs, and membership fees;
  • Follow up on outstanding service delivery, goods, payments, and invoicing with the DESA finance officer;
  • Oversee outgoing gift register;
  • Liaise and negotiate with service providers;

• Other duties:

  • Plan and arrange visitors for staff members, campus tours, and compile itinerary;
  • Arrange and coordinate the community engagement project.

• Support Vice-Chancellor Distinguished Merit Award (VCDMA):

  • In collaboration with the Deputy Director: Student Recruitment assist with the coordination and management of the Vice-Chancellor Distinguished Merit Award recipients’ programme;
  • Manage the support and activities provided over the duration of the VCDMA such as Welcome and Leadership Conference, Achievers Function, and any other events as required;
  • Manage the wrap-around support referrals to the Department of Student Affairs (DSA), Faculty Academic Success Couches, Finance Department and any other referrals needed.

MINIMUM REQUIREMENTS:

• A relevant three-year National Diploma; with
• Three years’ experience in/knowledge of:
• People Soft Campus Solutions or other relevant Enterprise Resource System (ERP);
• PeopleSoft financials modules or other relevant Enterprise Resource System (ERP);
• Secretarial experience in a manager's office;
• Protocol and etiquette procedures when receiving national as well as international guests;
• Student administration;
• The use of a performance management system;
• People Soft Campus Solutions;
• PeopleSoft financials modules;
• Secretarial experience in a manager's office;
• Protocol and etiquette procedures when receiving national as well as international guests;
• Student administration;
• The use of a performance management system.

OR

• Grade 12; with
• Five years’ experience in/knowledge of:
• People Soft Campus Solutions or other relevant Enterprise Resource System (ERP);
• PeopleSoft financials modules or other relevant Enterprise Resource System (ERP);
• Secretarial experience in a manager's office;
• Protocol and etiquette procedures when receiving national as well as international guests;
• Student administration;
• The use of a performance management system;
• People Soft Campus Solutions;
• PeopleSoft financials modules;
• Secretarial experience in a manager's office;
• Protocol and etiquette procedures when receiving national as well as international guests;
• Student administration;
• The use of a performance management system.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge:
• Institutional knowledge;
• Protocol and etiquette procedures (including international protocol);
• PeopleSoft Campus Solutions;
• PeopleSoft financial modules;
• Technical competencies:
• Capable in handling office equipment, i.e. photocopier, fax machine, scanner, telephone etc.;
• Fast and faultless typing skills;
• Computer skills (Gmail, Chrome and Microsoft Office);
• Behavioural competencies:
• Ability to:
• Identify problems, determine possible solutions, and actively work to resolve the issues;
• Convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message;
• Work with a wide variety of entities within and outside the University;
• Explore alternatives and positions to reach outcomes that gain the support and acceptance of all parties;
• Build and maintain ongoing, collaborative, working relationships with co-workers to achieve the goals of the work unit;
• Actively participate as a member of a team to move toward the completion of goals;
• Accomplish tasks and processes accurately and completely.

ADDED ADVANTAGES AND PREFERENCES:

• Relevant Bachelors/BTech degree, with:
• Three to five years’ experience in an institution of higher learning;
• A certificate of relevant computer programs (MS Office Suite)
• A driver's licence.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy gui