12 Oct
Stellenbosch University
Bellville
Stellenbosch University
Faculty of Medicine and Health Sciences
Department of Medicine
Division of Internal Medicine
Administrative Officer (Job Level 12)
(Tygerberg Campus)
Ref. TGB04/245/0924
The Faculty of Medicine and Health Sciences of Stellenbosch University (SU) is currently recruiting for an Administrative Officer in the Division of Internal Medicine at our Tygerberg campus. The main purpose of this position is to perform a variety of clerical duties for functional groups involving compiling and arranging data, making standard computations, processing and coding documents and maintaining records and files.
We therefore seek a skilled, self-motivated,
high-performing professional for this permanent post within the Department.
Duties:
Assisting with following up with unregistered students to ensure that they are re-registered.
Loading marks for undergraduate and postgraduate modules.
Requesting changes to student records.
Ensuring that assessments are timeously scheduled according to standard operating procedures.
Facilitating leave of absence (loa) applications for undergraduate and postgraduate students.
Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.
Supporting final-year students with their ICSP (Internship and Community Service Programme) applications and liaising with the Deputy Registrars Office in this regard.
Distributing online clinical platform surveys to students when requested by the programme coordinator.
Submitting relevant information on University systems.
Distributing accurate class lists and maintaining attendance registers.
Coordinating the acquiring of student academic wear as per Faculty booklet and programme requirements.
Managing, uploading, coordinating, and scheduling academic activities of the programme.
Uploading and downloading learning material on University systems / providing support to students and lecturers.
Scheduling meetings, department diaries, managing invitees, preparing the agenda, minute taking, distributing minutes and action points.
Providing general office support to the Department, handling electronic communication, and / or telephone calls.
Assisting with the dissemination of relevant information to students / stakeholders.
Facilitating travel and accommodation arrangements of academic staff.
Providing administrative support within the Department as directed by the HOD.
Processing University access cards and access control.
Logging maintenance calls if and when required.
Facilitating and coordinating visitor administration, which includes parking arrangements and receiving visitors.
Facilitating marketing material, brochures, flyers and promotional items through the Facultys Marketing and Communication Division.
Assisting with obtaining copyright permissions for articles to be used by facilitators.
Coordinating student seating and workstation allocations.
Assisting with the onboarding of new staff and scheduling training and development interventions on request of the HOD.
Assisting with the processing of D20 and/or ad hoc requisitions.
Providing administrative support for fixed-term contract appointments.
Requirements:
Higher certificate in office administration (NQF 5) or similar.
Up to two years experience in general office administration. Relevant experience in student administration at a tertiary institution would be advantageous.
Knowledge of intermediate clerical, operational or customer service skills acquired through education, experience, or on the job training.
Basic knowledge and skill of Microsoft Office software, video conferencing, as well as cloud-based data access and sharing software.
Recommendations:
Knowledge of policy and procedures related to university administration will be advantageous.
Relevant experience in student administration at a tertiary institution will be advantageous.
A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and Research Administration systems will be advantageous.
▶️ Administrative Officer
🖊️ Stellenbosch University
📍 Bellville