Job Description

Job SummaryCORE PURPOSE OF JOBTo offer comprehensive secretarial services, that include office administration and management; logistical support for marketing, promotions, events and exhibitions; and for the Head of Department and staff of the Department of Visual Arts.KEY PERFORMANCE AREAS

• Assist in organizing and arranging, and participate in, events that pertain to learning and teaching, operations and marketing: fashion shows, exhibitions, career expos, seminars and such like.
• Manage filing, mail and distribution, student records, marks records, examination and general communications, and administration of documents, forms and templates.
• Type, template and archive all documentation, including letters, reports, agendas, minutes, communication and examination papers for the department.
• Handle all telephonic communications from internal and external customers; take messages; redirect calls; establish context and screen for the HoD.
• Manage the diary of the HoD electronically and manually and facilitate, where physically possible, efficient and effective use of time for the HoD in the performance of her/his duties.
• Be responsible for all travel, accommodation and venue arrangements and ensure that cheque requests have been arranged timeously on the financial ITS system.
• Be responsible for scheduling and arranging meetings, informing staff and stakeholders, taking minutes, distributing minutes and following-up on actionable items.
• Handle all incoming and outgoing mail and the distribution thereof.
• Perform all (Integrated Tertiary Software) ITS-related administrative matters relating to marks and students, quotes, requisitions, job requests and budget.
• Assist with First year enquiries and enrollments
• Assist with administrative duties pertaining to the Interdiciplinary & Visual Studies streams.

CORE COMPETENCIES

• An in-depth knowledge and experience of best practice office management and general administrative processes.
• Sound knowledge of NMU policies and procedures or evidence of similar exposure at tertiary level elsewhere
• Public relations and marketing experience
• Strong verbal and written communication skills.
• Proven ability to lead, employ initiative and manage a secretarial/ PR portfolio
• Proficiency in MS Office Suite (including OneDrive) and cloud-based services like Google Apps.
• Integrated Tertiary Software (ITS) and Mac literacy is desirable.

REQUIREMENTSIn order to be considered for appointment to this post, candidates should possess a grade 12 certificate. A NDiploma / Degree in PR/Communication/related qualification will be an advantage. Three to five years work-related experience in a public relations/communication/related field will also be an advantage.ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.CLOSING DATE FOR APPLICATIONS:Prof Vulindlela Nyoni, Head of Department: VISUAL ARTS 041-504 1059An application form must be submitted, accompanied by a recent and comprehensive curriculum vitae, portfolio of evidence and a covering letter stating how the applicant satisfies the requirements in respect of each of the Key Performance Areas and Core Competencies. All applications must be electronically submitted to or posted to the Human Resources Directorate, PO Box 77000, Nelson Mandela University, Port Elizabeth, 6031. Direct telephonic enquiries to HRC at telephone 041-504 4259.Telephone:E-mail:Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan. No applications will be accepted after the closing date Friday, 13 September 2024.Nelson Mandela UniversityUniversity Way Summerstrand2-10CompanyAboutVision To be a dynamic African university, recognised for its leadership in generating cutting-edge knowledge for a sustainable future. Mission To offer a diverse range of quality educational opportunities that will make a critical and constructive contribution to regional, national and global sustainability. Values Respect for diversity,Excellence,Ubuntu,Integrity,Respect for the natural environment,Taking responsibility

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