University of the Free State Senior Assistant Officer Jobs in South Africa

University of the Free State Senior Assistant Officer Jobs in South Africa

Duties and responsibilities

Academic Administration:

  • Assist the Programme Director with applications, registrations, admissions, and academic advising of undergraduate and postgraduate students.

  • Manage administrative processes that relate to postgraduate students, including external moderation.

  • Pull data from Gradebook and Blackboard for analysis of student records for purposes of tracking progress, enrolment, and quality control.

  • Capture information pertaining to research outputs on RIMS.

  • Assist with scheduling, lecture venues, and class timetabling.

  • Assist with the departmental graduation programme.

  • Handle front-office enquiries from students and internal and external stakeholders, via email, face-to-face and telephonically, and/or referring them to relevant staff.

    Financial Administration:

  • Manage departmental entities and cost centres and monitor the progress of encumbrances for all departmental entities.

  • Manage ad hoc claims for the department, including payment of all claims.

  • Request and appraise quotations, make bookings, submit invoices to the finance department for payment of service providers, and follow up on outstanding invoices.

  • Receive purchase orders and forward them to suppliers.

  • Purchase, order and receive office supplies, stationery, goods, and equipment.

  • Capture reports and follow up on job requests for maintenance and repairs.

  • Capture and submit travel arrangements for staff, including research fellows, for research travels and capture expense reports for staff after travelling.

    General Administration:

  • Manage general office administration and operations, including filing, records keeping, arranging departmental meetings, taking and keeping minutes, and departmental website management.

  • Handle travel and accommodation arrangements in the department.

  • Handle enquiries from internal and external stakeholders face to face, via email and telephone, and maintain an orderly, welcoming, and functional reception area.

  • Oversee efficient distribution of office supplies and equipment.

  • Maintain and update the asset register.

  • Provide administrative support to the head of the department and the department’s academic staff.

    Inherent Job Requirements:

  • A BA in Communication
    on NQF level 7 or Advanced Diploma in Communication Science or a related field on NQF Level 7.

  • A minimum of two (2) years’ relevant working experience related to the duties and responsibilities.


  • Some knowledge of university data capturing and digital platforms such as Gradebook, RIMS, Oracle, and Blackboard (or similar).

  • Familiarity with the basic environment of research, teaching and learning in a university is an added advantage.

  • Familiarity with or an interest in university curricula.

  • Familiarity with or an interest in the Communication field/discipline.

    Key Competencies:

    Results oriented.

  • The ability to cope with a frequently changing environment and to adapt to evolving situations.

  • The ability to be reliable, responsible, dependable and to fulfil obligations.

    Strategic thinking.

  • The ability to deal with several activities at a time.

  • The ability to plan work and to follow plans.

    Business Acumen:

  • The ability to adhere to rules and strictly follow work regulations.

  • Proficient in using MS Office.


  • The ability to lead, take charge of situations, and offer opinions and directions to others.

    Building coalitions.

  • The ability to negotiate, sell, influence and to persuade others.

  • The ability to interact with others and establish personal connections with people.

    How to Apply

    For more information and job application details, see; University of the Free State Senior Assistant Officer Jobs in South Africa

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