Job Description

Title of PositionAdministrative Assistant: Events and OperationsPost Number8020273 (ITS 3452)Faculty/DepartmentUniversity of the Western Cape -> Rectorate -> Institutional AdvancementType of PositionPermanent - Full TimeLength of Contract PeriodLocationMain Campus - Bellville, WC ZA (Primary)Closing Date6/9/2024Role Clarification & Key Performance AreasThe University of the Western Cape has emerged in the past 10 years as a leading research-intensive university on the African continent. This has been achieved through a significant growth in the graduation of Masters and Doctoral students. The role of Institutional Advancement is to position the University as an institution of choice for staff, students, industry and the donor community. The Department of Institutional Advancement (IA) provides marketing, communications, eventing, fundraising and alumni relations support to the University executive and to the university at large. This is a vibrant department that interacts with all stakeholders of the institution.The University of the Western Cape requires a meticulous and attentive Administrative Assistant, reporting to the Public Relations and Events Manager. The role requires an individual who possesses good interpersonal skills, is highly organized, enjoys interacting with people and has a competent, professional manner in dealing with face-to-face and telephonic customer service.The successful candidate will be responsible for, but not limited to, the following key areas:

• Work closely with and provides Administrative support to the Events office team.
• Assists office by maintaining an office record management system and diary screening.
• Welcomes visitors to the Unit and maintains the office area to ensure that a good initial and professional impression is given.
• Responsible for operating switchboard by screening calls, transferring all incoming calls to the appropriate office.
• Responsible mail delivery, packages and courier delivery of the Unit.
• Act as a first line liaison between the Event Unit, University Stakeholders, Students, as well as the internal and external stakeholders.
• Resolve internal and external administrative queries or refer them to relevant officials.
• Administering boardroom and meeting bookings and ensure set up is complete minutes and print materials prior to meetings.
• Monitor and Replenish office and refreshment supplies, including stationery and any other items required to ensure that the office functions optimally.
• Compile Requisition orders, quotes from suppliers and follow up on the delivery of goods.
• Assist with event planning for the Event Unit, various required bookings.
• Log all Maintenance issues and arrange access to service providers for planned maintenance e.g. fumigation, sanitation, infrastructure, and electrical or other.

Minimum RequirementsMinimum Requirements (Qualification and Experience)

• Grade 12/Matric (senior certificate)
• 2 years of relevant working experience in a similar environment
• Experience of Higher education administration processes

Required competencies (skills, knowledge and behavioural attributes):

• Ability to pay attention to detail
• Excellent computer skills e.g. MS Office Package
• Planning and organization skills
• Time management Skills
• Ability to work under pressure
• Verbal and Written communication skills
• Project Administration skills
• Demonstrate Self-Leadership skills
• Problem-solving skills

In your application, you are encouraged to highlight your strengths and include anything else you deem exceptional and outstanding to be considered by the selection panel. In addition, please attach a cover letter motivating your suitability, a detailed curriculum vitae and the highest qualification to your online profile. To be considered for this vacancy, you must click on the Apply for this Job link below or apply directly via UWC Careers at https://uwc.hua.hrsmart.com/hr/ats/JobSearch/viewAll. For any queries, please contact the Human Resources Department at +27 21 959 4063/9763/9708/3551/3756 or email: e-recruitment@uwc.ac.zaDISCLAIMER: By applying for the position, you consent to the University sharing your application, including curriculum vitae, with University stakeholders to process the application. In line with the Universitys commitment to diversifying its workforce, preference will be given to suitably qualified applicants in line with our Employment Equity Targets. The official retirement age at UWC is 65 years. The University reserves the right to not make an appointment, make an appointment at a different level, seek additional candidates and may conduct competency assessments.

University of the Western Cape