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    • Departmental Administrator B - Pretoria - University Of Pretoria

    University Of Pretoria
    University Of Pretoria Pretoria

    3 weeks ago

    Default job background
    Description

    Job Description

    The University of Pretoria is seeking a Departmental Administrator B to provide comprehensive administrative and operational support to the Head of Department (HOD) and the Department of Pharmacology.

    Responsibilities

    • Create spreadsheets of published articles in journals of researchers in the department throughout the year.
    • Capture published articles on the Research Information Management System (RIMS) before the deadline.
    • Create a final report of approved articles of the department.
    • Manage the Head of Department's calendar, schedule meetings, and arrange travel logistics.
    • Prepare, distribute, and archive meeting agendas, minutes, and reports.
    • Maintain accurate records and filing systems (both physical and digital).
    • Assist with resource management processes, including asset tracking and optimisation.
    • Maintain the departmental diary to ensure efficient scheduling of meetings, events, and deadlines.
    • Assist in implementing Occupational Health and Safety arrangements within the department to ensure a safe working environment.
    • Act as the primary point of contact for internal and external stakeholders, including students, staff, and external partners.
    • Ensure effective communication within the department and with other university departments.
    • Manage new provisional applications of BSc, MSc, PhD, MPharm Med.
    • Organise the process of selection of provisional applicants regarding required documentation that has to be submitted.
    • Organise and attend interviews for the shortlisting of candidates.
    • Manage the administrative process for candidates.
    • Event coordination.
    • Assist with budget planning and monitoring while ensuring compliance with university financial policies.
    • Process financial transactions such as requisitions, invoices, expense claims, and part-time staff claim forms.
    • Identify areas where administrative support can alleviate academic workload pressures.
    • Offer solutions to enhance departmental efficiency through improved processes.
    • Utilise Microsoft Teams and other digital tools to facilitate communication and collaboration within the department.

    Minimum Requirements

    • A three-year tertiary diploma in Office Administration or suitable equivalent qualification.
    • Two years' secretarial experience in the office of a manager at senior management level, which includes experience in office management and administration.

    Or

    • Grade 12.
    • Four years' secretarial experience in the office of a manager at senior management level, which includes experience in office management and administration.

    Required Competencies

    • Problem solving skills and critical thinking abilities in terms of handling challenging tasks, and when appropriate, proposing alternatives for consideration.
    • Advance computer skills in MS Office and typing skills with proof of certificates obtained in applicable computer programs.
    • Sound interpersonal skills including the ability to liaise professionally and effectively with a variety of people, including executive management and clients, on a daily basis at a national and international level.
    • Appropriate language and excellent verbal and written communication skills.
    • Time management skills, particularly with regard to schedules and deadlines.
    • Prioritising tasks/events and meetings, and working under pressure.
    • Strong attention to detail, to ensure accuracy and quality of the documentation and administration.
    • Teamwork and collaboration skills in order to accomplish tasks.
    • Creativity and ability to apply initiative.

    Added Advantages And Preferences

    • Two to four years' experience in an institution of higher education.

    The successful candidate will have excellent communication and organisational skills, with the ability to work accurately and efficiently in a fast-paced environment. If you are a motivated and detail-oriented individual who is passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.

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