school Administrator

Sol Plaatje University: School Administrator

Sol Plaatje University: School Administrator

school Administrator

Sol Plaatje University: School Administrator

Job Title: School Administrator

Contract Type: Permanent

Location: Kimberley, Northern Cape, South Africa


About Sol Plaatje University:

Sol Plaatje University was established to provide high quality learning, teaching, research and community engagement activities in a Higher Education context. Based in Kimberley in the Northern Cape, our University is ambitious about its intellectual contributions to and engagements with people in the region and beyond.

In developing the academic and administrative capacity of our University, the position of a School Administrator is available and we are keen to receive applications from highly motivated and suitably qualified individuals.

Minimum Requirements:

  • Grade 12
  • 1 to 2 years related experience
  • Computer literate

Duties and Responsibilities of a School Administrator:

  • Provide administrative support through:
  • Diary Management
  • Minute taking, typing and distribution of agendas and minutes
  • Photocopying and scanning of documentation
  • Maintaining a filing system
  • Sending and receiving faxes/emails
  • Updating databases / data capturing
  • Answering and screening telephone calls and taking messages
  • Perform internet search to access relevant information
  • Making travel arrangements • Receiving visitors
  • Typing correspondence and documentation
  • Service contracts
  • Monitor and maintain all service contracts and leasing agreements
  • Ensure that the department complies to the agreements outlined in the Service Contract
  • Compile and circulate dates of allocated meetings
  • Co-ordinate meetings/functions
  • Type meeting agendas and distribute
  • Take minutes, type and distribute to meeting attendees
  • Assist at the front office / reception as required
  • Manage front office calls as required
  • Processing and monitoring purchases
  • Ordering stationary
  • Maintaining stock required for the School/Department
  • Implement and maintain a relevant document management system in relation to the procurement function
  • Receive purchase order requests from relevant parties
  • Ensure that all PO requests are signed off by the designated signatories and obtain approval
  • Matching up of PO request and original PO from ITS
  • Communicate with all vendors regarding outstanding deliveries and payment procedure
  • Clearing unpaid PO’s monthly
  • Maintain and reconcile vendor accounts
  • Liaise with creditors regarding queries • Follow up on invoices for payment
  • Submit purchase orders for payment to the required office
  • Ensure that all new and existing assets are appropriately recorded, registered, insured and maintained
  • Record Asset Stock Count checks every three months
  • Match up purchase order number, asset number and serial number
  • Organise and co-ordinate all logistical aspects related to all events including workshops, meetings, conferences, seminars
  • Assist with co-ordination of site visits by sponsors, auditors
  • Ensure that all necessary documentation relating to SPU travel has been completed and submitted
  • Arrange logistical requirements for all site meetings
  • Update all website information for post graduate courses and admissions
  • Complete all admissions data for post-graduate selection process
  • Plan registrations
  • Type up class lists and the origin of post-graduate applications
  • Co-ordinate liaison between schools/ departments / sections
  • Respond to student/staff/visitor queries
  • Typing, proof reading, formatting and photocopying of exam papers
  • Coordinate invigilating of tests, exams
  • Liaise with external examiners for returning external exam paper and marks
  • Monitor, maintain and order office consumables
  • Monitor maintenance of office equipment

Closing Date: 27 November 2020


How To Apply:

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