Administrative Assistant III (P11) (Information & Communication Systems Division: Audio Visual [...]

Be among the first applicants.

University of Johannesburg

Gauteng

ZAR 200 000 - 300 000

Be among the first applicants.

6 days ago

Job description

Advert reference: uj_001673

Advert status: Online

Apply by: 27 September 2024

Position Summary

Industry: Education & Training

Job category: Education and Training

Campus: Doornfontein Campus

Contract: Permanent

Remuneration: Market Related

EE position: Open to all

Level: Skilled

Introduction

The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development, and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) for societal impact in the context of the changing social, political, and economic fortunes of Africa”.

Job description

Responsibilities:

To professionally assist and support the AVU Manager in the execution of their administrative functions of the unit. Coordinate the departmental (training, project coordination, scheduling, bookings, etc.).

Office Secretarial

Professionally and efficiently manage the diary of the Manager by organising daily commitments and ensuring that commitments are honored.
Manage the reception area and act as the first line of contact for the function.
Take minutes at meetings and agendas for accurate record keeping.
Compute, record, and proofread data and other information such as reports, agendas, memos, overtime, etc.
Arrange and schedule meetings across functions.
Manage and distribute the generic emails received by internal and external parties.

Client Liaison

Interact, organise, and liaise with clients from different departments as well as external stakeholders.
Communicate with customers, employees, and other stakeholders.

Office Administration

Effectively and timeously perform organisational and administrative tasks.
Ensure that policies and procedures are adhered to.
Manage information relevant to the job for records to be kept up to date for future reference.
Arrange travel and accommodation for official business trips and conferences.
Regularly update and keep records of all personal information of staff to assist when needed.
Keep up to date with the services within the University, to assist staff with relevant information.
Protect and maintain confidentiality of information always known to staff members.
Keep abreast of new developments in the field and effectively apply them in the office setting.
Coordinates and records all sundries required by the staff.
Keep up to date with the functioning of the department to ensure that professional assistance is always delivered.

Procurement and Financial Administration

Ensure that all invoices are approved and delivered to the creditor's department on time for payment.
Administer procurement of operational and capital items to enable efficient functioning.
Manage the purchasing and travel cards, reconciling purchases and ensuring that allocations are done accurately and timely on Oracle.

Project administration

Scheduling routine meetings and recording decisions.
Measuring and reporting on the project performance.
Acting as the contact point for all project participants.
Preparing and providing documentation to key stakeholders and internal teams.
Breaking complex projects into simpler tasks and setting goals and timeframes.

Minimum requirements

Diploma (NQF6) in Administrative Management/ Office Administration/ Business Administration
Three (3) years' experience in Administration preferably at a tertiary institution
Knowledge of UJ procurement systems and policies
Knowledge of faculty rules and regulations
Experience in all Microsoft packages (Word, Excel, PowerPoint, and Outlook)

Competencies and Behavioural Attributes:

Computer literacy (all MS Office packages)
Principles and processes for providing customer and personal services
Telephone etiquette
University policies and procedures
Administrative and clerical procedures and systems
Typing skills
Strong interpersonal relationships
Ability to network and build relations
Must have verbal communication skills

Recommendations:

Proven previous experience in administration and projects.
Ability to build relationships with others.
To deal with conflict situations.
Must be able to work under pressure.
Ability to use own initiative and work independently.
Have problem-solving skills.
Diplomacy skills.
Social perceptiveness.

Working Conditions:

May be required to work long hours

Enquiries:

Enquiries regarding the job content: Ms Nthabiseng Segole on Tel: (011) 559 2396

Enquiries regarding remuneration & benefits: Ms Glaudina Croukamp (HCM Business Partner) on Tel: (011) 559 3467

Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.

Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.

For more information, please review the following link: Justice/Criminal/NRSO.

Candidates may be subjected to appropriate psychometric testing and other selection instruments.

In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.