FACULTY OF EDUCATION
OFFICE OF THE DEAN
SENIOR MANAGEMENT ASSISTANT A
PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development

RESPONSIBILITIES:

The incumbent is expected to deliver management, secretarial, project administration, event management and administrative support to the Office of the Dean.

• Office management, administration, secretarial and reception duties;
• Support the work of the Dean in physical and virtual spaces, and create a welcoming work and office environment in both spaces;
• Managing the reception desk in the Office of the Dean and receiving guests;
• Handling general office administration in the office of the Dean;
• Managing the filing system which includes hard copy as well as an electronic filing system;
• Duplicating and circulating documentation or make arrangements for the duplication and circulation of documents via the printers, messenger services or online;
• Project, financial and general administration;
• Managing budget allocations and alerting the Dean on expenditure patterns;        
• Managing the operational budget and keeping records as required by UP policies and procedures;
• Managing acquisitions (quotations and orders, receipt, storage and distribution of items);
• Serving as secretariat for management meetings when necessary which includes: sourcing, preparing, typing, compiling and distributing documents (including electronically) to be tabled;
• Compiling minutes of meetings;
• Managing follow-ups and feedback to participants;
• Communication and liaison;
• Handling general enquiries;
• Liaising with the general public, other academic institutions and suppliers of the University;
• Events co-ordinating and marketing;
• Managing functions and events of the Deans Office such as campus meetings, virtual meetings, workshops, monthly staff meetings, end-of-year functions, etc.;
• Assisting with the execution of campus events such as prestige lectures, open days, recognition of achievement functions, Dean's merit list functions in liaison with the project manager;
• Managing of facilities, stationery, services and assets;
• Reporting defects to Facilities for any maintenance required;
• Ensuring that equipment is maintained in good working order.

MINIMUM REQUIREMENTS:

• Grade 12 or Matric with five years’ relevant experience or;
• A relevant National Diploma with three years’ relevant experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of professional office etiquette and protocol;
• Secretarial skills (60 words per minute 95% accuracy);
• Financial administration skills;
• Written and verbal communication skills;
• Time management skills;
• Assertiveness;
• Problem solving skills;
• Accuracy and attention to details;
• Meeting deadlines;
• A sense of integrity, discretion and confidentiality;
• Interpersonal skills;
• MS Office and Google Suite of products;
• Comfortable with working on virtual platforms

ADDED ADVANTAGES AND PREFERENCES:

• Bachelor’s Degree in Administration and Office Management;
• Three years Administrative experience preferably in a Tertiary education environment;
• Experience in the use of appropriate systems (preferably PeopleSoft, and the PS Financial module);
• Project management experience;
• Experience in public relations;
• Experience in budgeting;
• Experience in a wide range of online virtual conferencing platforms such as Google Meet, Zoom, MS Office Teams.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In applying for this post, please attach:

• A comprehensive CV;
• Certified copies of qualifications;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 24 May 2021

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms Jeanette Schoeman, Email: Jeanette.schoeman@up.ac.za for application-related and post content enquiries.

Should you not hear from the University of Pretoria by 30 August 2021, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference will be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.

The University of Pretoria reserves the right to not fill the advertised positions.