Office Coordinator - Bellville, South Africa - University of the Western Cape

University of the Western Cape
University of the Western Cape
Verified Company
Bellville, South Africa

2 weeks ago

Thabo Mthembu

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Thabo Mthembu

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Description

The Finance & Services Directorate plays a pivotal role in the smooth running of the university. We seek to employ a knowledgeable and resourceful individual with confidentiality, initiative, tact, maturity and independent judgement.


Reporting to the Executive Director:
Finance & Services, the appointee's duties will include:

  • Smooth operations of the Executive office,
  • Attend to demands from various faculties, staff and stakeholders,
  • Preparation of accurate and articulated reports/documentation and timely distribution,
  • Ad hoc projects that includes appropriate research and information gathering, submission of documentation according to required specifications, etc.,
  • Coordinating tasks with reporting directors and executive members,
  • Communication with internal and external stakeholders,
  • Manage and cohosting of events,
  • Review of contracts and documentation for quality control,
  • Time and diary management,
  • Travel arrangements including extensive overseas travel across multiple zones,
  • Managing meeting packs, agendas and minutes,
  • Support to project management teams,
  • Exchanging sensitive information in an unbiased manner in the appropriate formats to designated individuals/stakeholders,
  • Fostering relationships with stakeholders and maintain level of diplomacy,
  • Assist staff due to broad skills and knowledge of the portfolio,
  • Develop presentations based on conceptual and directional input,
  • Drafting formal documentation in the context of situations for approval,
  • Producing mails on the Executive Directors behalf,
  • Providing feedback on tasks and areas for improvement,
  • Multiple time zones, ever mindful of the executive's objectives and incorporating relevant deadline planning and desk time to maximise effectiveness,
  • Meeting organisation including coordinating, preparing agenda and supporting papers, taking minutes, tracking action items arising to completion and maintaining detailed records,
  • Preparation of correspondence, reports, presentations and research, standardised formatting of documentation,
  • Providing support to the project management teams,
  • Filtering through information and providing accurate description of events and occurrences in a sensitive and unbiased manner,

Minimum Requirements

  • A relevant Degree or equivalent NQF
  • At least 5 year's appropriate experience
  • Sound knowledge of the Higher Educational environment would be advantageous.

Skills and Competencies

  • Sound written and oral communication skills,
  • Honesty, integrity and trustworthiness,
  • Has a high standard of performance, coupled with a professional and positive attitude.Send to a Friend
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