Administration and Financial Officer (Job Level 10)

at  Stellenbosch University

Duties/Pligte

• Reception: Receiving visitors at the entrance by greeting, welcoming, and directing them appropriately;
• Maintaining a general staff contact list;
• Uploading important calendar items to Outlook (e.g. meetings and exam deadlines);
• Managing tasks of SERVEST and building assistants;
• Departmental stock keeping (general office, kitchen and cleaning): ordering stock, receiving new stock, and managing stock levels. Arranging with assistants to help put away the stock;
• Arranging paper recycling with recycling company, assistants and staff;
• Dealing with lists that require staff feedback;
• Organising functions;
• Making transportation and accommodation arrangements and bookings;
• Arranging and administrating departmental meetings (agenda, meeting invites, Teams recording, minutes);
• Scheduling annual staff performance meetings;
• Updating prescribed textbook lists and linking to publishers/bookstores;
• Liaising with the library;
• Managing maintenance: Logging issues on PlanOn, communication, arranging with assistants to escort technicians during scheduled tasks; and escorting maintenance staff for unscheduled tasks;
• Safety officer: Reporting safety-related items and following up, completing quarterly reports and uploading it to SharePoint, ensuring other safety representatives (first aid, fire) are trained and have their documents uploaded to SharePoint;
• Performing ad hoc and secondary tasks;
• Financial: Financial administration, processing, reconciliation and recordkeeping;
• Processing HR payments;
• Bookings, processing and logistical coordination of travel bookings, meetings, and seminars;
• Assisting with coordination, compilation of financial reports and records;
• Financial reporting on cost point balances and tracking of all financial transactions;
• Handling approvals on the Stellenbosch University User Administration System;
• Maintaining and updating the asset register;
• Processing and administrating the Departmental Bursaries;
• Performing further ad hoc tasks related to supporting the Department.

Job Requirements/Pos Vereistes

• An appropriate tertiary qualification;
• At least three years experience in office/academic administration;
• Experience in financial administration;
• Experience in using SU systems, such as SUNFin, SUNStudent, and PlanOn;
• The ability to work accurately and independently;
• Effective organisational skills and the ability to show initiative;
• Good Microsoft Office skills (Outlook, Word, Excel, PowerPoint, and Teams);
• The ability to work under pressure of deadlines;
• Good time management and the ability to prioritise tasks;
• Providing friendly and professional service to staff, students and the public.

Recommendation/Aanbeveling

• Good interpersonal relationship skills;
• Excellent written and verbal communication skills in both Afrikaans and English;
• Experience of working in an academic/student support environment;
• Effective time management skills and the ability to prioritise tasks.

• Reception: Receiving visitors at the entrance by greeting, welcoming, and directing them appropriately;
• Maintaining a general staff contact list;
• Uploading important calendar items to Outlook (e.g. meetings and exam deadlines);
• Managing tasks of SERVEST and building assistants;
• Departmental stock keeping (general office, kitchen and cleaning): ordering stock, receiving new stock, and managing stock levels. Arranging with assistants to help put away the stock;
• Arranging paper recycling with recycling company, assistants and staff;
• Dealing with lists that require staff feedback;
• Organising functions;
• Making transportation and accommodation arrangements and bookings;
• Arranging and administrating departmental meetings (agenda, meeting invites, Teams recording, minutes);
• Scheduling annual staff performance meetings;
• Updating prescribed textbook lists and linking to publishers/bookstores;
• Liaising with the library;
• Managing maintenance: Logging issues on PlanOn, communication, arranging with assistants to escort technicians during scheduled tasks; and escorting maintenance staff for unscheduled tasks;
• Safety officer: Reporting safety-related items and following up, completing quarterly reports and uploading it to SharePoint, ensuring other safety representatives (first aid, fire) are trained and have their documents uploaded to SharePoint;
• Performing ad hoc and secondary tasks;
• Financial: Financial administration, processing, reconciliation and recordkeeping;
• Processing HR payments;
• Bookings, processing and logistical coordination of travel bookings, meetings, and seminars;
• Assisting with coordination, compilation of financial reports and records;
• Financial reporting on cost point balances and tracking of all financial transactions;
• Handling approvals on the Stellenbosch University User Administration System;
• Maintaining and updating the asset register;
• Processing and administrating the Departmental Bursaries;
• Performing further ad hoc tasks related to supporting the Department