Administrative Officer: Technology Transfer Office

The role of the University of the Western Cape’s Technology Transfer Office is to identify, protect and commercialise Intellectual Property (IP) emanating from the University. The unit provides a support function to researchers (academic professors as well as post-grad students) within the University.

The Technology Transfer Office has a position of Administrative Officer available in order to provide administrative support to the Director: Technology Transfer and the office, as well as supporting the eResearch Office.

The successful candidate will be responsible for, but not limited to, the following key areas:

ADMINISTRATIVE SUPPORT TO THE DIRECTOR: TECHNOLOGY TRANSFER OFFICE AND eRESEARCH OFFICE:

• To maintain and provide a support service for the Director's daily schedule, including forward planning of workload, diary management and coordinating and collating of all relevant paperwork.
• To set appointments and meetings for the Director as requested including regular one-to-one meetings with the Director and direct reports.
• To service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary.
• Respond and advise efficiently to all electronic or verbal enquiries for the Director and other staff.
• To liaise effectively with internal divisions/departments and external organisations on behalf of the Director.
• To administratively assist the Director with impending work deadlines for both internal and external commitments, e.g. reports, presentations, conferences, projects.

FINANCIAL AND HUMAN RESOURCES ADMINISTRATIVE SUPPORT:

• To be responsible for monitoring budget and processing claims for departmental expenditure incurred.
• To submit expenses claims, both internal and external, on behalf of the Director and Manager: Technology Transfer Office.
• To provide a confidential and efficient filing system for the Director and the offices, including HR files in line with University procedures and ensuring compliance with HR policies.
• To assist the Director with ad hoc administrative tasks related to HR and Finance.

GENERAL OFFICE ADMINISTRATION:

• To ensure appropriate administrative systems and processes are developed and maintained to support effective and efficient day-to-day running of the Director's office.
• Assist in coordinating all activities of the Technology Transfer Office relating to Management of Information and records management of the division.
• To effectively assist in coordinating training events, evaluation workshops and conferences on behalf of the Director, from inception through to tendering, to event management, budgetary control, invoicing and post-event appraisals.
• To plan and implement hospitality arrangements for the research office, including provision of hospitality for visitors.
• To organise travel arrangements for the Office.
• To execute any ad hoc administrative tasks as requested by the Office.

Minimum Qualifications:

• National Higher Certificate or Equivalent qualification at NQF Level 5.

Minimum Experience:

• Minimum of 3-5 years’ relevant Technology Transfer administration experience within the Higher Education Sector.

Competencies:

• Ability to pay attention to detail.
• Excellent computer skills e.g. MS Office Package.
• Planning and organization skills.
• Time management skills / Ability to work under pressure.
• Verbal and written communication skills.
• Basic financial administration skills.
• Project administration skills.
• Demonstrate self-leadership skills.
• Problem-solving skills.
• Good understanding of Technology Transfer.