Secretary (Academic Department)

SUMMARY:
Provide secretarial support to the department from 9 AM to 2 PM during the week days. Preparation a

POSITION INFO:

CORE PURPOSE OF JOB

The incumbent is expected to deliver a comprehensive administrative and secretarial function to one of the departments in the Department of Languages and Literatures to ensure the efficient and effective functioning of the Department.

KEY PERFORMANCE AREAS

Internal support

1. Provide secretarial support to the department from 9 AM to 2 PM during the week days.
2. Preparation and support in organising of departmental meetings and events and collaborate with other institutional departments (if required)
3. Maintaining an online filing system for departmental documentation
4. Entering and calculation of marks, generating of Marks Reports on ITS
5. Knowledge of working with a budget and capturing requisitions and following up with the relevant people
6. Execution of financial transactions such as sending and following up on accounts including processing of online appointments.
7. Reporting and following up on maintenance requirements and staff requests regarding conference travel arrangements, printing of study material and academic marks queries
8. External support
9. Interact with students and members of the public on a daily basis
10. Communicate and collaborate with external service providers as and when required.

CORE COMPETENCIES

1. Advanced knowledge of professional secretarial and office management tasks.
2. Demonstrated accuracy in financial administration skills.
3. Knowledge of applicable university policies and protocols (contracts, operational budgets,)
4. Demonstrated ability to work well in a multicultural and diverse environment and to deal with and resolve issues, problems, conflicts, and any crisis situation that may arise
5. Ability to manage time and deliver high-quality work under pressure in a large and busy department.
6. Excellent interpersonal skills.
7. Working in Microsoft Word, EXCEL, Power-Point, Outlook, ITS and iEnabler

REQUIREMENTS

1. Matric/Grade 12 qualification.
2. Relevant diploma in Administration/Public Management would be an added advantage.
3. Completed two years’ work experience in a Secretarial or administrative assistant post at University or Tertiary institution level.
4. Proven ability to work in Microsoft Word, EXCEL, Power-Point, Outlook, ITS and iEnabler

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc. CLOSING DATE FOR APPLICATIONS:

Applicants are to submit a cover letter or detail on their CV exactly how their skills match the post requirements, provide an updated CV, copy ID and certified copies of their completed qualifications.

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan. No applications will be accepted after the closing date Friday, 13 September 2024.