Stellenbosch University, renowned for its commitment to excellence and innovation, has announced a career opportunity for a Personal and Office Assistant (Job Level 9) within the Institutional Strategy, Research and Analytics Division.
Based at the picturesque Stellenbosch Campus, this role presents a unique chance for a motivated individual to contribute to the institution’s strategic and operational success.
About the Department
The Institutional Strategy, Research and Analytics Division serves as the driving force behind advancing institutional strategies and safeguarding informational integrity. Through the effective management of institutional strategy processes, strategic projects, and institutional information, this division plays a pivotal role in fostering informed decision-making and supporting the University’s overarching vision.
Job Description
The Personal and Office Assistant will ensure the seamless operation of the divisional office while providing exceptional executive support to the Senior Director. Key responsibilities include:
- Executive Support:
- Providing high-level secretarial and administrative assistance.
- Managing the Senior Director’s schedule and correspondence.
- Offering comprehensive general office support.
- Office Administration:
- Ensuring efficient day-to-day operations of the division.
- Supporting the team with meeting administration and document management.
- Project Administration:
- Assisting in the coordination and administration of strategic projects to meet deadlines and ensure success.
- Financial Management:
- Overseeing divisional expenditure, processing payments, and maintaining accurate financial records.
Requirements
Applicants must meet one of the following combinations of qualifications and experience:
- NQF Level 6 (or equivalent) in office administration/secretarial studies, with five years of proven administrative and executive support experience.
- NQF Level 5 (or equivalent) in office administration/secretarial studies, with seven years of proven administrative and executive support experience.
- Bachelor’s degree in business administration/management or related fields, with seven years of practical office management and administrative experience.
Other essential criteria include:
- Proficiency in English and Afrikaans within a multilingual and multicultural environment.
- Advanced skills in Microsoft Office and other relevant software.
- Demonstrated experience in managing financial tasks such as expenditure tracking and payment processing.
Key Competencies
The ideal candidate should excel in:
- Technical Proficiency: Displaying expertise in administrative and office management tasks.
- Communication: Exhibiting strong written and verbal communication skills.
- Detail Orientation: Maintaining a meticulous approach to task completion.
- Time Management: Prioritizing workloads effectively to meet deadlines.
- Customer Service: Delivering exceptional experiences to internal and external stakeholders.
- Teamwork: Collaborating efficiently within a diverse team environment.
- Adaptability: Embracing and harnessing change positively.
- Accountability: Taking full ownership of actions and responsibilities.
Recommendations
- Prior experience in higher education or project management environments is considered advantageous.
Application Process
Stellenbosch University is committed to promoting employment equity. Applications should align with the University’s EE plan for the department and broader institutional policies.
Documents Required
- A comprehensive CV with contact details of three referees.
- Certified copies of qualifications and certificates.
- Completion of an online questionnaire available here.
Important Dates
- Closing Date: 3 January 2025
- Commencement Date: 1 March 2025
Incomplete applications will not be considered. Applicants who do not receive feedback within 4–6 weeks after the closing date should assume their application was unsuccessful.
Contact Information
For further information regarding this position:
- Dr. Barbara Pool
Phone: 021 808 3080
Email: bpo@sun.ac.za
For remuneration and technical queries:
- Human Resources Client Services Centre
Phone: 021 808 2753 (Stellenbosch) / 021 938 9636 (Tygerberg)
Email: sun-e-hr@sun.ac.za
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The role of Personal and Office Assistant at Stellenbosch University presents an excellent opportunity for a skilled professional to contribute meaningfully to a dynamic and strategic environment. With responsibilities ranging from executive support to project coordination and financial management, this Personal and Office Assistant position is ideal for a proactive individual who thrives in a fast-paced, multicultural setting.
Stellenbosch University, a leader in higher education and innovation, offers not just a career, but the chance to be part of a team that drives institutional excellence and impactful change. If you are passionate about administrative excellence and meet the requirements, don’t miss this opportunity to grow and make a difference.
Apply before 3 January 2025 and take the next step in your professional journey with Stellenbosch University!
