Office Coordinator

Office Coordinator: Office of the Deputy Vice-Chancellor: Teaching and Learning – (3857)

The purpose of the job is to amongst others, to:

To provide and manage high level administrative support to the Office of the Deputy Vice- Chancellor through organizing, planning, and controlling of the coordination of all administrative functions including but not limited to managing of a Deputy Vice-Chancellor’s diary, scheduling of meetings, screening of calls and appointment requests, and scheduling of appointments requests with the Deputy Vice-Chancellor, executive reporting, collation of action plans, development of project plans and related follow-ups, and collation of information/data.
Planning, organizing and coordinating administrative aspects of the office functions including compiling of documentation for high-level meetings, drafting of communication
To study the nature of scheduled functions and meetings to ensure that relevant preparations are made
To manage traveling arrangements for the Deputy Vice- Chancellor.
To use own initiative and pro-actively research relevant information and make it available to the Executive and relevant stakeholders

Job Knowledge, Skills and Experience

A relevant National Diploma in Office Management Technology or a Bachelor’s degree in Administration or equivalent
At least four (4) years’ experience in administrative support involving secretarial responsibilities two (2) of which should be supporting at a senior management level
Demonstrably ability in preparing reports for high-level meetings, and to present own material to influence decision makers to arrive at the certain outcome
Experience working on multiple projects and with project management software

Key Performance Areas / Principal Accountabilities

Supporting the executive office and taking responsibility for the coordination of projects emanating from the Executive Officer
Working with the Executive Officer in developing comprehensive work-flow processes for the projects and making sure that role players are identified and their responsibilities are documented and clarified
Supporting the Executive Officer in drafting presentations, project proposals, preliminary schedules and budgets, and other needed resources
Proactively make sure that the interface between all stakeholders is kept alive through effective communication
Coordinates activities of the project team members to make sure 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 of documentation for high-level meetings, drafting of communication in pursuant 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 make sure that the department’s expenses stay within approved budget
Responsible for development & implementation of efficient office system
Provides administrative support to the Executive Officer for high confidential and time sensitive matters

Competencies

Ability to work independently and use own initiative and discretion to resolve problems and to be pro-active to get tasks done
Stress tolerance and ability to work under pressure
Adaptability
Strong written and oral communication skills.
Ability to work in a team.
Proven analytical skills- the ability to assimilate detailed information and identify key issues.
Ability to persuade others
Excellent attention to detail and deadlines.
Demonstrable interpersonal skills
Conflict management skills
Tact
Integrity
High work ethic
Demonstrable advanced computer literacy and internet competency
Action research skills
Creativity and innovation skills
Proven strong planning and organizing ability
Strong customer focus
Time management

General Information

General Information
Closing date: 30 March 2019

For enquiries please contact: 021 – 959 6265

NB: PLEASE NOTE THAT THIS SYSTEM DOES NOT ALLOW APPLICANTS TO UPLOAD CVs. IT IS THUS IMPORTANT THAT APPLICANTS COMPLETE ALL SECTIONS COMPREHENSIVELY AS FAILURE TO DO SO MIGHT DISADVANTAGE YOU. PLEASE UPDATE YOUR APPLICATION ON THE SYSTEM WITH THE LATEST INFORMATION AS THIS WILL BE THE ONLY CRITERIA USED FOR EVALUATION OF YOUR APPLICACTION BY OUR PANEL.
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.

To apply for this job please visit cput.hua.hrsmart.com.

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