Job Title : Administrative Officer
Location : Stellenbosch, Western Cape
Company : Stellenbosch University
Salary :
Open Date : 2023-03-06
Close Date : 2023-07-07

Duties/Pligte Overall administration of the capacity building programme

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  Administration of the annual capacity building calendar of the Postdoc Office;
• Initiating marketing and visibility of training offerings in a timely manner;
• Coordinating venues and logistics related to training (engaging with facilities managers for hiring of venues);
• Processing and managing all the invoicing from facilitators (coordinating invoicing and timely submission of invoices and quotes);
• Responsible for the management of the general email of the Postdoc Office as an initial point of contact for the office;
• Advertising postdoc positions: reviewing advertisements, advising on wording and content, and posting onto the website;
• Maintaining up-to-date information regarding the training calendar on the website;
• Maintaining an information database for reporting purposes:
• Signup data from postdocs to analyse participation as well as feedback from training;
• Updating spreadsheets and databases to track, analyse and report on performance of workshop participants.

Managing communication with postdocs, facilitators and other stakeholders

• 
  Logistical administration of the capacity building programme:
• Communicating with facilitators (setting training dates and emailing);
• Communicating with postdocs (advertising, managing sign-ups and RSVPs).
• Coordinating the postdoc distribution list and all communication initiatives;
• Handling correspondence and queries regarding training as well as general enquiries;
• Liaising with the Postgraduate Office and other internal role players such as the International Office and the Contracts Office.

Supporting strategic initiatives

• 
  Supporting the Deputy Director: Postdoctoral Research Support in campus initiatives to integrate postdocs into the university community:
• Performing administrative tasks related to the annual participation of postdocs in the Welcoming Programme of the University;
• Participating in the activities coordinated with Development and Alumni Relations;
• Participating in joint programmes with the Centre for Student Communities to integrate postdocs in the University.
• Supporting strategic initiatives by the Deputy Director: Postdoctoral Research Support related to growing the numbers of postdoctoral research fellows at

Stellenbosch University through engagement with bilateral partners in Africa and internationally.

• 
  Performing general administrative tasks related to SUs postdoctoral support services as required by line management.

Job Requirements/Pos Vereistes A relevant degree; with at least one year's experience in:

• 
  Administrative support of capacity building programmes;
• Project management within higher education training programmes;
• Working with enterprise systems in higher education;
• General administration in the higher education landscape.

Technical competencies:

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  Microsoft Office suite;
• Data handling and analysis for reporting processes;
• Social media platforms;
• Strong written and verbal communication skills;
• Strategy and planning skills;
• Good use of project management principles.

Behavioral competencies:

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  Interpersonal skills;
• Working under pressure;
• Time management;
• Emotional intelligence;
• Team work;
• Diversity and open-mindedness;
• Attention to detail and a strong focus on quality.

Recommendation/Aanbeveling

• At least one year's experience in the administration of postgraduate training programmes;
• At least one year's experience in international stakeholder engagement;
• A project management qualification.

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