Nelson Mandela University in Gqeberha is currently seeking qualified candidates to fill several Secretary vacancies across various departments. The Secretary vacancies offer an exciting opportunity for individuals with strong organizational, communication, and administrative skills to join a dynamic team in a vibrant academic environment.
Ideal candidates will be detail-oriented, proactive, and capable of supporting departmental operations effectively. Applicants are encouraged to apply for the Secretary vacancies if they meet the qualifications and are eager to contribute to the university’s mission of excellence in education and research.
Secretary Vacancies in Gqeberha, Nelson Mandela University
1. Secretary Position in Health Sciences Department (Reference: 5107)
The primary responsibility of the Secretary is to provide comprehensive administrative and secretarial support to ensure the efficient and effective functioning of the Department of Human Movement Science.
Key Performance Areas
- Internal Support
- Provide secretarial assistance to the Head of Department.
- Organize, prepare, and take minutes for departmental meetings and events.
- Oversee general office operations within the Department and Head of Department’s office.
- Manage financial transactions and assist with procuring laboratory equipment and consumables.
- Execute human resource processes, including contract management and ICT service requests.
- Facilitate university processes for departmental academic activities, including managing assessment logistics and venue bookings.
- Act as a liaison for internal communication, managing correspondence with staff, students, and other stakeholders.
- Maintain and update departmental information on the website and handle maintenance requests.
- External Support
- Interact with students, public members, clients, and customers, providing assistance and referrals as needed.
- Communicate and coordinate with external service providers when required.
Core Competencies Required
- Secretarial and Office Management: Advanced knowledge and experience in professional secretarial duties and office management tasks.
- Financial Administration: Proven accuracy in handling financial administration tasks.
- Academic Processes: Experience in managing multiple academic processes efficiently.
- Policy Knowledge: Familiarity with Nelson Mandela University’s policies and protocols.
- Multicultural Environment: Ability to work effectively in a diverse and multicultural environment, resolving issues and handling crises as they arise.
- Time Management: Strong time management skills with the ability to deliver high-quality work under pressure.
- Interpersonal Skills: Excellent interpersonal skills and a professional appearance suitable for front office work.
Post Requirements
To be eligible for this position, candidates must meet the following criteria:
- Education:
- Matric certificate plus a completed one-year diploma in Secretarial/Office Management/Communication/Administration or equivalent.
- Experience:
- At least two years of experience in a secretarial or administrative assistant role at a Higher Education Institution.
- Technical Skills:
- Experience with ITS, Moodle, Ulwazi, or similar academic online platforms used in Higher Education.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and ITS.
Additional Information for Applicants
Applicants must submit a detailed cover letter or CV that clearly outlines how their skills align with the post requirements. Applications must include an updated CV, a copy of their ID, and certified copies of their qualifications.
- Note: No late applications will be accepted.
- Closing Date: 13 September 2024, 20:59
Apply now for the Secretary Position in Health Sciences Department (Reference: 5107)
2. Secretary Position (Academic Department) (Reference: 5028)
The Secretary will provide comprehensive administrative and secretarial support to ensure the smooth and efficient functioning of one of the departments within the Department of Linguistics and Applied Linguistics.
Key Performance Areas
- Internal Support
- Offer secretarial support to the department, including organizing departmental meetings and events.
- Collaborate with other institutional departments when required for organizing events and activities.
- Maintain an online filing system for departmental documents.
- Manage the entry and calculation of student marks and generate marks reports using ITS.
- Handle departmental budgeting tasks, including capturing requisitions and coordinating with relevant stakeholders.
- Conduct financial transactions such as managing accounts and processing online appointments.
- Address maintenance needs and manage staff requests, including conference travel arrangements, printing study materials, and resolving academic marks queries.
- External Support
- Interact daily with students and members of the public, providing assistance and guidance as needed.
- Communicate and coordinate with external service providers as required.
Core Competencies Required
- Secretarial and Office Management:
- Advanced knowledge and skills in professional secretarial and office management tasks.
- Financial Administration:
- High level of accuracy in financial administration and related tasks.
- Policy Knowledge:
- Familiarity with university policies and protocols, including contracts and operational budgets.
- Diversity and Crisis Management:
- Ability to work effectively in a diverse environment and manage conflicts or crises.
- Time Management:
- Strong time management skills to deliver high-quality work under pressure in a busy academic setting.
- Interpersonal Skills:
- Excellent interpersonal skills to facilitate communication and collaboration within the department and with external contacts.
- Technical Proficiency:
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, ITS, and iEnabler.
Requirements for the Position
To be eligible for this role, applicants must meet the following criteria:
- Education:
- Matric/Grade 12 qualification.
- A diploma in Administration or Public Management is advantageous.
- Experience:
- A minimum of two years’ experience in a secretarial or administrative assistant role at a university or tertiary institution.
- Technical Skills:
- Proven ability to use Microsoft Word, Excel, PowerPoint, Outlook, ITS, and iEnabler effectively.
Additional Information for Applicants
- Applicants must provide a cover letter or detail on their CV how their skills match the requirements of the Secretary vacancies.
- Include an updated CV, a copy of ID, and certified copies of qualifications.
- Closing Date for Applications: Friday, 13 September 2024, by 21:59.
Apply for the Secretary Position (Academic Department) (Reference: 5028)
3. Secretary Position (Academic Department) (Reference: 7808)
The primary function of this role is to provide comprehensive administrative and secretarial support to one of the departments within the Department of Languages and Literatures, ensuring efficient and effective department operations.
Key Performance Areas
- Internal Support
- Provide secretarial assistance to the department from 9 AM to 2 PM on weekdays.
- Organize and support departmental meetings and events, collaborating with other institutional departments when necessary.
- Maintain an online filing system for departmental documents to ensure easy access and organization.
- Manage the entry and calculation of student marks and generate marks reports using the ITS system.
- Handle budgeting tasks, including capturing requisitions and following up with the appropriate personnel.
- Conduct financial transactions such as processing accounts and managing online appointments.
- Coordinate and follow up on maintenance needs, staff requests, conference travel arrangements, printing of study materials, and academic marks queries.
- External Support
- Interact daily with students and members of the public, providing assistance and addressing inquiries.
- Communicate and work with external service providers as needed to support departmental functions.
Core Competencies Required
- Secretarial and Office Management:
- Advanced knowledge and skills in professional secretarial duties and office management tasks.
- Financial Administration:
- Demonstrated accuracy in financial administration and handling related tasks.
- Policy Knowledge:
- Understanding of university policies and protocols, particularly regarding contracts and operational budgets.
- Diversity and Conflict Resolution:
- Ability to work effectively in a multicultural and diverse environment, handling conflicts and crisis situations as they arise.
- Time Management:
- Capability to manage time efficiently and deliver high-quality work under pressure in a busy department.
- Interpersonal Skills:
- Excellent interpersonal skills to facilitate smooth communication within the department and with external contacts.
- Technical Proficiency:
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, ITS, and iEnabler.
Position Requirements
To be eligible for this role, candidates must meet the following criteria:
- Education:
- Matric/Grade 12 qualification.
- A diploma in Administration or Public Management is advantageous.
- Experience:
- At least two years of experience in a secretarial or administrative assistant position at a university or tertiary institution.
- Technical Skills:
- Proven ability to use Microsoft Word, Excel, PowerPoint, Outlook, ITS, and iEnabler effectively.
Additional Information for Applicants
Applicants must provide a cover letter or detailed CV that clearly outlines how their skills match the requirements of the Secretary vacancies. Applications must include an updated CV, a copy of their ID, and certified copies of their qualifications.
- Closing Date for Applications: Friday, 13 September 2024, by 21:59.
Apply now for the Secretary Position (Academic Department) (Reference: 7808)
4. Secretary Position (Visual Arts Department) (Reference: 5037)
The main objective of this role is to provide comprehensive secretarial services, including office management, administrative support, and logistical coordination for marketing, promotions, events, and exhibitions within the Visual Arts Department.
Key Performance Areas
- Event and Logistical Coordination
- Assist in organizing, arranging, and participating in various departmental events such as fashion shows, exhibitions, career expos, seminars, and other academic activities related to learning, teaching, operations, and marketing.
- Administrative Management
- Manage all filing systems, mail distribution, student records, marks records, examination materials, and general communication within the department.
- Handle all documentation tasks, including typing, templating, and archiving letters, reports, agendas, minutes, communication, and examination papers.
- Oversee incoming and outgoing mail and its distribution to the relevant parties.
- Perform administrative tasks using the Integrated Tertiary Software (ITS), including managing marks, student information, quotes, requisitions, job requests, and budgeting.
- Assist with inquiries and enrollments for first-year students and provide administrative support for Interdisciplinary & Visual Studies streams.
- Communication and Correspondence
- Handle all telephonic communications with internal and external customers, take messages, redirect calls as necessary, and screen calls for the Head of Department (HoD).
- Manage the HoD’s diary both electronically and manually, ensuring efficient use of time and effective performance of duties.
- Arrange travel, accommodation, and venue bookings for the HoD, and ensure all financial transactions are processed timely through the ITS system.
- Meeting Coordination
- Schedule and arrange departmental meetings, inform staff and stakeholders, take and distribute minutes, and follow up on actionable items.
Core Competencies Required
- Office Management and Administration:
- Extensive knowledge and experience in best practices for office management and general administrative procedures.
- University Policies and Procedures:
- Familiarity with Nelson Mandela University policies and procedures or similar experience from a tertiary institution.
- Public Relations and Marketing:
- Experience in public relations and marketing, with the ability to manage a secretarial/PR portfolio effectively.
- Communication Skills:
- Strong verbal and written communication skills, with proven ability to interact effectively with various stakeholders.
- Leadership and Initiative:
- Demonstrated ability to lead, take initiative, and manage a secretarial role independently.
- Technical Proficiency:
- Proficiency in MS Office Suite (including OneDrive) and cloud-based services like Google Apps.
- Desirable skills include experience with Integrated Tertiary Software (ITS) and Mac literacy.
Position Requirements
To be considered for this role, candidates must meet the following criteria:
- Education:
- A Grade 12 certificate is required.
- A National Diploma/Degree in Public Relations, Communication, or a related qualification is advantageous.
- Experience:
- Three to five years of work experience in public relations, communication, or a related field is advantageous.
Additional Information for Applicants
- Applicants must submit an application form, a comprehensive CV, a portfolio of evidence, and a cover letter explaining how they meet the requirements for Secretary vacancies.
- All applications should be sent electronically to HR@mandela.ac.za or mailed to the Human Resources Directorate, PO Box 77000, Nelson Mandela University, Port Elizabeth, 6031.
- For direct inquiries, contact Prof Vulindlela Nyoni, Head of Department: Visual Arts, at 041-504 1059 or the Human Resources Directorate at 041-504 4259.
- Closing Date for Applications: Friday, 13 September 2024, by 21:59.
Apply now for the Secretary Position (Visual Arts Department) (Reference: 5037)
Note: Nelson Mandela University reserves the right not to make an appointment. Preference will be given to candidates from designated groups in accordance with the university’s Employment Equity Plan. Late applications will not be accepted.
Prospective candidates are encouraged to apply promptly for the Secretary vacancies and ensure all required documentation is included with their application.
Tip: Building a Winning CV: Tips for Success in South African Government Jobs
Nelson Mandela University in Gqeberha offers an excellent opportunity for qualified individuals to apply for the Secretary vacancies. The Secretary vacancies are ideal for those with strong organizational, communication, and administrative skills looking to make a meaningful impact in a dynamic academic setting.
The university seeks candidates who are detail-oriented, proactive, and committed to supporting its mission of excellence in education and research. Interested applicants who meet the qualifications are encouraged to apply and become part of a vibrant community dedicated to advancing knowledge and fostering growth.
