Job Title : Administrative Officer: SU Woordfees
Location : Stellenbosch, Western Cape
Company : Stellenbosch University
Salary :
Open Date : 2023-05-14
Close Date : 2023-09-14

Duties/Pligte

• Managing the day-to-day administration of the Woordfees environment, including handling telephone and email enquiries, maintaining filing and archive systems, databases, office supplies and suppliers, phone/internet contracts, etc.;
• First point of call for all IT and internet issues;
• Planning, organising and delivering internal and external meetings (including weekly team meetings and quarterly meetings of the advisory board, as well as any other SU meetings), circulating papers, taking minutes, organising venues and catering;
• Diary management for the Director and WOW project manager;
• Providing day-to-day support to the financial manager, including (but not limited to) maintaining efficient systems, raising purchase orders, following-up on invoices and open orders, liaising with SU procurement, preparing outgoing invoices, and compiling all payments/income;
• Planning and booking travel and accommodation for staff, support with artists and educators where required, and providing detailed travel itineraries;
• Providing logistical support for SU Choir tours;
• Liaising with SU Legal on pending contracts and agreements;
• Assisting management with arranging Human Resources processes, including any recruitment and induction procedures for temporary staff from time to time;
• Supporting the programme team with the administration of open-calls for artist and festival applications;
• Supporting the WOW environment with project applications and correspondence;
• Managing the processing of any merchandise sales, including posting orders and monitoring stock levels;
• Ensuring that the office is run as sustainably as possible;
• Leading on the planning and delivering the training and orientation process for temporary staff, for Woordfees and WOW activities;
• Supporting colleagues with the development and delivery of hospitality events, including compiling and managing guest lists, and supporting event planning and management;
• Contributing to the overall aims and objectives of the Woordfees environment;
• Undertaking any other reasonable duties as requested by the Director.

• 
  Bestuur die daaglikse administrasie van die Woordfees-omgewing, insluitend die hantering van telefoon- en e-posnavrae, instandhouding van liasseer- en argiefstelsels, databasisse, kantoorbenodigdhede en verskaffers, telefoon-/internetkontrakte, ens.;
• Eerste aanspreekpunt vir alle IT- en internetkwessies;
• Beplan, organiseer en lewer interne en eksterne vergaderings (met inbegrip van weeklikse spanvergaderings en kwartaallikse vergaderings van die advies komitee, asook enige ander US-vergaderings), sirkuleer dokumente, neem notules, organisering van lokale en spyseniering;
• Dagboekbestuur vir die Direkteur en WOW-projekbestuurder;
• Verskaf dag-tot-dag-ondersteuning aan die finansiële bestuurder, met inbegrip van (maar nie beperk nie tot) die instandhouding van doeltreffende stelsels, opstel van aankoopbestellings, opvolg van fakture en oop bestellings, skakeling met US-Aankope, opstel van uitgaande fakture, en opstel van alle betalings/inkomste;
• Beplanning en bespreking van reis en verblyf vir personeel, en ondersteuning met kunstenaars en opvoeders waar nodig, en verskaf gedetailleerde reisreëlings;
• Verskaf logistieke ondersteuning met US Koortoere;
• Skakel met US Regsdienste oor kontrakte en ooreenkomste;
• Bestuur Menslike Hulpbronne-prosesse, insluitend enige werwing- en induksieprosedures vir tydelike personeel;
• Ondersteun die programspan met die administrasie van kunstenaars- en feesaansoeke;
• Ondersteuning van die WOW-omgewing met projekaansoeke en korrespondensie;
• Bestuur die verwerking van enige handelswareverkope, met inbegrip van die plaas van bestellings, aflewering en monitering van voorraadvlakke;
• Verseker dat die kantoor so volhoubaar moontlik bestuur word;
• Neem leiding met die beplanning en lewering van die opleiding- en oriënteringsproses vir tydelike personeel, vir fees en WOW-aktiwiteite;
• Ondersteun kollegas in die beplanning en aanbieding van gasvryheidsgeleenthede, met inbegrip van die samestelling en bestuur van gastelyste, en ondersteuning van geleentheidbeplanning en -bestuur;
• Dra by tot die oorhoofse doelwitte en doelwitte van die Woordfees-omgewing;
• Onderneem enige ander redelike pligte soos deur die Direkteur versoek.

Job Requirements/Pos Vereistes

• Bachelor's degree or at least an NQF level 7 qualification;
• At least three years' experience as an office manager or executive personal assistant;
• Full proficiency in two of the official South African languages (one being English);
• Numeracy skills and strong project management skills;
• Experience of working with Microsoft 365;
• The ability to work flexibly on occasion, in the evenings and on weekends as appropriate;
• The ability to work as part of a small team and take initiative independently;
• The ability to work under pressure, prioritise workload and observe strict deadlines;
• A confident, friendly approach to working with a wide range of people and organisations.

• 
  Baccalaureusgraad of minstens 'n NKR-vlak 7 kwalifikasie;
• Minstens drie jaar se ervaring as 'n kantoorbestuurder of uitvoerende persoonlike assistent;
• Volle vaardigheid in twee van die amptelike Suid-Afrikaanse tale (waarvan een Engels is);
• Syfervaardighede en sterk projekbestuursvaardighede;
• Ervaring in Microsoft 365;
• Die buigsaamheid om, per geleentheid, in die aande en oor naweke te werk soos toepaslik;
• Die vermoë om as deel van 'n klein span te werk en onafhanklik inisiatief te neem;
• Die vermoë om onder druk te werk, werklading te prioritiseer en streng spertye na te kom;
• 'n Selfversekerde, vriendelike benadering om met 'n wye verskeidenheid mense en organisasies te werk.

Recommendation/Aanbeveling

• Previous experience in arts administration or outreach projects and/or not-for-profit organisations;
• A cultural and/or education enthusiast, passionate about and familiar with the environment¿s activities;
• Experience in managing IT provision and operations;
• Experience of managing teams of employees or volunteers.

• 
  Vorige ervaring in kunsadministrasie of uitreikprojekte en/of nie-winsgewende organisasies;
• 'n Kultuur- en/of onderwys-entoesias, passievol oor en vertroud met die omgewing se aktiwiteite;
• Ervaring in die bestuur van IT-voorsiening en -werking;
• Ervaring in die bestuur van werknemers of vrywilligers.

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