Senior Administrative Assistant (3 Year-Fixed-term-Contract)
Position summary
Introduction
Job description
JOB DESCRIPTION
KEY RESPONSIBILITIES:
Ad hoc
- Hosting remote lecturing sessions for the MMP and AMP short learning programmes.
Quality Management
- Communicating with the Programme Manager regarding Zoom/Teams Q&A sessions and ensuring that all queries are addressed.
Financial Administration
- Ensuring that all financial transactions related to programs are efficiently managed to achieve optimal cost-efficiency without compromising quality.
- Issuing credit notes and invoices to participants and companies.
- Conducting monthly reconciliations of debtors and monitoring expenses against the budget.
General Event Administration
- Communicating with lecturers and participants regarding classes and materials that need to be uploaded to eFundi.
- Attending the first session with participants to ease the registration process and couriering each participant's books to them.
- Assisting participants with eFundi and ensuring that all their needs are met.
Participant Administration
- Capturing all participants on 3D and the SCA system.
- Setting up result Excel spreadsheets for all of the allocated short learning programmes.
- Sending Zoom/Teams links to all participants for online sessions.
Correspondence, Records Management, etc.
- Handling telephone and face-to-face enquiries from course attendees and providing feedback on their applications.
- Handling telephonic enquiries from internal and external stakeholders and providing feedback where possible.
Project Administration
- Assisting with setting up work programs for various programs and managing all allocated courses as per the set standards provided.
- Assisting with enquiries and remote lecturing classes for allocated programmes.
Minimum requirements
MINIMUM REQUIREMENTS:
- Advanced certificate in Business Administration (NQF Level 7).
- Two-years minimum experience as an Administrative Assistant.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
- Microsoft Office Proficiency: Advanced skills in Microsoft Office Suite, with a focus on Excel and PowerPoint, data analysis, reporting, and presentation.
- Communication: Strong written and verbal communication skills to effectively convey information, instructions, and ideas.
- Time Management and Organisation: Excellent time management, organisational, and prioritisation skills to manage multiple tasks efficiently and meet deadlines.
- Attention to Detail: Keen attention to detail and a commitment to accuracy in completing tasks and documentation.
- Work under Pressure: Ability to work effectively under pressure and with minimal supervision, maintaining composure and delivering quality results.
- Project Management: Demonstrated ability to multitask and handle multiple projects simultaneously, including planning, execution, and evaluation.
- Short Course Administration: Familiarity with short course administration and event management in a tertiary education setting, including scheduling, logistics, and participant communication.
- Student Administration: Understanding of student administration and record-keeping in a tertiary education setting, including enrolment processes, academic records, and compliance.
- Learning Management Systems and Student Information Systems (Desirable): Knowledge of learning management systems and student information systems to effectively navigate and utilize digital platforms for education and data management.
KEY BEHAVIOURAL COMPETENCIES:
- Adaptability: Ability to adapt to changing circumstances, workloads, and priorities in a dynamic environment.
- Problem-Solving: Strong problem-solving skills to identify issues, evaluate solutions, and make sound decisions.
- Teamwork: Collaboration and teamwork skills to work effectively with cross-functional teams, colleagues, and external partners.
- Customer Focus: A customer-oriented approach with a focus on meeting client needs, ensuring satisfaction, and identifying opportunities for improvement.
- Resilience: Resilience in the face of high-pressure situations, with the ability to stay focused and maintain performance under stress.
- Innovation: A proactive approach to fostering innovation and finding creative solutions to challenges.
- Attention to Quality: A commitment to maintaining high standards of quality and accuracy in all tasks and deliverables.
- Time Management: Effective time management skills to meet deadlines and handle multiple tasks efficiently.
- Communication: Clear and concise communication, both written and verbal, to convey information effectively and build positive working relationships.
- Professionalism: Professional and ethical conduct, ensuring compliance with all relevant regulations and standards.
The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mr M van den Bergh on 018 2852822
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Moratuwa Motsemme on 018 299 4958
CLOSING DATE: 09 February 2024
PLANNED COMMENCEMENT OF DUTIES: 01 March/April (ASAP)
Kindly take note: applications must be submitted online through the official nwu vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
