Senior Faculty Administrator (P12) ID-375
Minimum Requirements
- Relevant Diploma NQF 6.
- 2-3 years related experience in an academic environment.
- Computer literate.
Duties and responsibilities
General Administration
- Provide administrative support to HoDs through:
- Diary Management.
- Minute taking, typing and distribution of agendas and minutes of departmental meetings.
- Photocopying and scanning of documentation.
- Maintaining a filing system.
- Sending and receiving faxes/emails.
- Making travel arrangements for HoDs
Meeting Administration
- Compile and circulate dates of departmental meetings.
- Co-ordinate meetings/functions.
- Type meeting agendas and distribute.
- Take minutes and action sheets, type and distribute to meeting attendees.
Front Office Assistance
- Assist at the front office / reception as required.
- Manage front office calls as required.
Purchase Orders and Procurement
- Processing and monitoring purchases.
- 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 procedure.
- Clearing unpaid PO’s monthly.
- Maintain and reconcile vendor accounts.
- Liaise with creditors regarding queries.
- Follow up on invoices for payment.
- Submit purchase orders for payment to the required office.
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Financial Administration
- Maintain and reconcile vendor accounts.
- Liaise with creditors regarding queries.
- Follow up on invoices for payment.
- Submit purchase orders for payment to the required office.
Conference / Event Organising
- Organise and co-ordinate all logistical aspects related to all events including workshops, meetings, conferences, seminars.
- Assist with co-ordination of site visits by sponsors, auditors.
- Ensure that all necessary documentation relating to SPU travel has been completed and submitted.
Postgraduate Admissions
- Complete all admissions data for student selection process.
- Assist with registrations.
- Attend to student queries.
Client/Student Liaison
- Co-ordinate liaison between departments.
- Respond to student/staff/visitor queries.
Examinations
- Assist with typing, proof reading, formatting, and photocopying of exam papers.
- Coordinate invigilating of tests, exams.
Monitoring, Evaluation and Reporting
- Co-ordinate and ensure the smooth running of academic programmes
in the academic Department. - Input academic information into ITS and prepare management.
- Preparation of visual (including video editing) and teaching material
for staff and post graduate students re: lectures, research days, Open
Day, Conferences and the school outreach programme/school visits). - Manage the diary of the line manager.
