Job Description

Stellenbosch UniversityFaculty of Arts and Social SciencesDepartment of Visual ArtsAdministrative Officer A2Ref. LSW18/277/1024The Department of Visual Arts at Stellenbosch University (SU) is a dynamic and busy environment supporting teaching, research and social impact projects in art and design. We are seeking a personable and team-orientated financial administrator to support our work, including dealing with staff, students, guest lecturers and visitors, as well as local and international suppliers of equipment and materials for general and specialist studios for teaching and research.Duties:Managing the departmental cost centres.Compiling budgets for departmental expenditures.Processing requisitions on SUs financial system.Liaison for all contracts with SU Legal Division, Faculty manager and HR as required, including ad hoc staff and fixed-term contracts.Managing petty cash.Providing general administrative support to staff, students and GUS (the Universitys art gallery).Making travel s and accommodation arrangements for staff and visitors.Managing finances for all departmental activities, including conferences, open days, events and GUS.Providing administrative support and management of research funds, short courses and social impact projects.Managing quotations, contracts, invoices and payment collections of external bookings of facilities.Managing local and international quotations, contracts, orders, invoices, payments and deliveries of materials, consumables and equipment for general and specialist studios, including for staff, teaching and research.Compiling annual financial reports for record-keeping and audit purposes.Requirements:A relevant tertiary qualification in administration and/or finances.Two to three years administrative work experience with a focus on financial management.Proven computer proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint, etc.).Knowledge of the financial structures, general functioning of SU and working knowledge of SUs central computer systems (e.g. SUNFin and TeraTerm).Excellent verbal and written communication skills in English and Afrikaans.The ability to function in a multilingual environment.Strong interpersonal skills.Proven organisational skills.The ability to manage multiple projects simultaneously and perform under pressure to meet strict deadlines.The ability to work independently and apply own initiative.Recommendations:Willingness to support departmental functions and events, incuding occasional after-hours support.Willingness to share reception duties with the academic administrator.

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