CORE PURPOSE OF JOB

The Department of Sociology and Anthropology in the Faculty of Humanities at Nelson Mandela University seeks to appoint a self-motivated, highly organized, and efficient secretary to provide administrative support to our dynamic academic team. The successful candidate will manage day-to-day office operations and provide comprehensive administrative and secretarial support to academic staff and students, ensuring the efficient and effective functioning of the department.

KEY PERFORMANCE AREAS

• Provide secretarial support to the department.
• Preparation and support in organizing departmental meetings and events.
• Manage filing, mail, and distribution, student records, marks records, examinations, and general communications, and maintain an online filing system for documents, forms, and templates.
• Be responsible for all travel, accommodation, and venue arrangements.
• Entering and calculating marks, and generating Marks Reports on ITS
• Proven experience in processing requisitions and financial transactions, including the processing of online appointments.
• Reporting and following up on maintenance requirements, staff requests around finance, teaching and learning, printing, and assisting the department with general administration regarding conference travel arrangements, the printing of study material, and academic marks queries.
• Handle the day-to-day inquiries inside and outside of the department.
• Communicate and collaborate with external service providers as and when required.

CORE COMPETENCIES

• Advanced knowledge of professional secretarial and office management tasks including proven experience in administrative processes.
• Sound knowledge of university policies and procedures or evidence of similar exposure at the tertiary level elsewhere
• Strong verbal and written communication skills.
• Excellent interpersonal skills
• Proficiency in MS Office Suite (including OneDrive) and cloud-based services like Google Apps.
• Experience in Integrated Tertiary Software (ITS) is desirable.
• Demonstrated accuracy in financial administration skills.
• Professional self-management and the ability to operate collegially and competently within the complexities and challenges of the South African higher education environment.
• Ability to manage time and deliver high-quality work under pressure in a large and busy department.

REQUIREMENTS

• Grade 12 qualification. A national diploma/degree will be advantageous.
• A minimum of two years work-related experience at a university or Tertiary institution level 
• At least two years’ experience in an academic or administrative setting
• Proficiency in Microsoft Word, Excel, Outlook, ITS, I-Enabler
• Shortlisted candidates may be requested to undergo some form of competency assessment.
• Candidates will be required to furnish three references.