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    • Office Coordinator: Office of the Executive Director - Cape Town - Cape Peninsula University of Technology

    Cape Peninsula University of Technology
    Cape Peninsula University of Technology Cape Town

    4 weeks ago

    Default job background
    Technology / Internet
    Description

    Office Coordinator: Office of the Executive Director - Finance Department

    Job Title: Office Coordinator: Office of the Executive Director - Finance Department

    Faculty: Finance

    Department: Cape Peninsula University of Technology > Finance > Finance Admin

    Campus/Location: [Specify Location]

    Job Type: Permanent

    Occupational Function: Support / Admin

    Number of Positions: 1

    Annual Salary Package (incl. Medical Aid rate based on principal member only): To be confirmed

    Job Purpose:

    The purpose of this position is to provide secretarial and administrative support to the office of the Executive Director: Finance (EF) through taking control of coordination of secretarial and administrative functions including but not limited to executive reporting, collation of action plans, development of project plans and related follow-ups, collation of information/data, management of the EDF's diary and emails.

    To use his/her own initiative and proactively research relevant information and make it available to the Executive and relevant stakeholders.

    To ensure that interaction between the office and the public, students, staff, local and international officials and reporting structures is efficiently coordinated.

    To manage the office of the EDF and from time to assist the Finance Management where necessary.

    Job Knowledge, Skills and Experience:

    • A relevant 3-year National Diploma or a Bachelor's degree in Office Management Technology / Administration
    • At least four (4) years experience in administrative support involving secretarial responsibilities, two (2) of which should be supporting an Executive at a senior management level
    • Demonstrate capability in preparing reports for high-level meetings and to present own material to influence decision makers to arrive at a certain outcome.
    • Advanced computer literacy in MS Office suite

    Recommendations:

    • Experience in a higher education environment as well as working with project management software packages will be a recommendation.

    Key Performance Areas / Principal Accountabilities:

    • Office management and providing secretariat and administrative support for the successful functioning of the EDF's office.
    • Working with the Executive Director to develop comprehensive workflow processes for the projects and making sure that role players are identified, and their responsibilities are documented and clarified.
    • Supporting the Executive Director, drafts presentations, project proposals, preliminary schedules and budgets and other needed resources.
    • Takes responsibility for the coordination of projects emanating from the Executive Director.
    • Proactively ensure that the interface between all stakeholders is kept alive through effective communication.
    • The incumbent will be required to manage client relationships (both in-person and telephonically); provide speedy client response and present a professional and helpful image to both internal and external clients.
    • Coordinates activities of the project team members to ensure those targets are met within agreed times.
    • Maintains effective administration linked to the office through attending meetings, preparing minutes and reporting on the outcomes of meetings.
    • Planning, organizing and coordinating administrative aspects of the office functions, including compiling documentation for high-level meetings, drafting communication in pursuit of getting assignments completed.
    • Proactively follows up with relevant offices to pursue action plans, decisions and completion of assignments.
    • Provides support for compilation of budgets, handling of purchases and monitoring of expenses to ensure that the department expenses stay within approved budget.
    • Responsible for the development and implementation of efficient office systems.
    • Provides administrative support to the Executive Director for highly confidential and time-sensitive matters.
    • Provide administrative support to other Finance Managers when requested.
    • Manage the office of the Executive Director, including telephone, diary, etc.
    • Ability to work independently and use own initiative to resolve problems and to be proactive to get things done.
    • Proven analytical skills - the ability to assimilate detailed information and identify key issues.
    • Strong organizational, coordination and planning skills.
    • Demonstrable ability to communicate effectively (written and verbally).
    • Accuracy and attention to detail.
    • Ability to work under pressure in a highly stressful environment without supervision.
    • Mature, highly motivated self-starter with initiative and results-driven approach.
    • Sound interpersonal skills with the ability to interact with a diverse client base.
    • Ability to work independently and in a team.
    • Adaptability and proactiveness.
    • Ability to persuade others through communication.
    • Excellent attention to detail and deadlines.
    • Advanced computer literacy skills (thorough knowledge of Excel).

    General Information:

    Closing date: 20 January 2025

    For inquiries and assistance with your online application, please contact Ms. Viwe Lalela, Human Capital Department.

    The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply.

    Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

    We are a university in Cape Town, South Africa and the only university of Technology in the Western Cape province.

    We are also the largest university in the province.

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