Operations and Administration Coordinator (Post Level 7)

Stellenbosch - South Africa

Monthly Salary: Not Disclosed

Posted on: 24 days ago

Vacancies: 1 Vacancy

Job Summary

Department Description/Departement Beskrywing

Faculty of Science

Deans Office

Operations and Administration Coordinator (Post Level 7)

(Stellenbosch Campus)

Ref. NW00/265/1025

The Faculty of Science at Stellenbosch University (SU) plays a significant role in positioning SU as a leading research-intensive university through excellent research outputs with impact produced by acclaimed researchers.

It provides general formative education in the natural sciences to students in science and other faculties to prepare them for the future world of work; and impacts on societies and communities through various actions and projects related to the expertise in the Faculty often in alliance and collaboration with research councils governmental organisations and industry partners.

The Faculty is comprised of eight academic departments ranging from the fundamental Biological and Physical Sciences to Mathematical Sciences and Computer Science where teaching and postgraduate research are supported by ultra-modern technology and highly qualified and experienced staff. It is also home to the Stellenbosch Water Institute and Centre for Bioinformatics and Computational Biology which operate under the auspices of departments in the Faculty of Science strengthening the teaching and research programmes of the Faculty.

Duties/Pligte

We are seeking an experienced and proactive professional to manage operational administrative and financial tasks within the Faculty.

This role involves a combination of financial oversight facilities management occupational health and safety responsibilities and strategic support to the Faculty Director in the Deans Office.

Financial Administration

Collecting and analysing financial data advising the Director and Executive on internal and external financial impacts and operational strategies.
Assisting the Director in annual budgeting financial forecasting risk analysis and fund allocation.
Assisting with monitoring fund availability and ensuring proper allocation of funds for all projects across the Faculty.
Supporting faculty-level strategic projects through financial administration and tracking.
Preparing financial reports to support strategic decision-making.
Providing timely and accurate information to key stakeholders and ensuring compliance with the Universitys financial policies internal controls and statutory requirements.

Facilities and Asset Management

Providing support in the management of Faculty facilities ensuring optimal environment for learning teaching and research.
Assisting with procurement asset management and maintenance of the asset register.
Liaising with Facilities Management for space utilisation and service provision.
Managing access control and assisting with security monitoring of the Deans Division.
Assisting with the monitoring of asset movement facility upgrades and infrastructure support.

Occupational Health and Safety

Serving as the Health and Safety representative for the Deans Office.
Maintaining health and safety documentation and assisting departments with regulatory compliance and audits.
Together with the Director coordinating safety meetings and managing the digital repository for health and safety records.
Ensuring Faculty-wide compliance and adherence to safety protocols and sustainability practices.

Strategic and Operational Support

Providing direct administrative and operational support to the Director and Deans Office.
Assisting with the drafting and monitoring of departmental personnel plans and their staff budgets within the allocated funding framework.
Supporting Faculty-wide strategic initiatives and tracking progress.
Drafting reports managing internal communications and ensuring alignment with institutional policies.
Standing in for the Director: Faculty Management when required.

General Administration and Ad Hoc Support

Coordinating and managing as applicable: meeting schedules agendas minutes action tracking and document workflows; maintaining accurate records and ensuring timely follow-through.
Responsible for overseeing planning and executing Faculty events end-to-end (logistics communications vendor liaising post-event reporting) and coordinating cross-coverage for key

administrative functions during staff absences.

Contributing to ad hoc projects for the Faculty and engaging in continuous learning initiatives as needed.

Job Requirements/Pos Vereistes

Qualifications
A tertiary qualification (at NQF Level 8 or higher) in business management administration finance operations management or in a natural science-related field with a strong operations finance

and administration background; or the equivalent to any of the aforementioned.

Experience

At least five years experience in operations financial administration and management preferably in a higher education environment.

Operations and Management Skills
Proven track record in operational human resources and financial administration and management ideally within the university sector.

Technical Knowledge

An understanding of financial regulations and university systems (e.g. SUNFin SUNStudent).

Familiarity with the South African Higher Education funding model.

Advanced computer literacy skills including Microsoft Office (Word especially Excel PowerPoint Outlook) and relevant web-based and discipline-specific applications.

Communication and Interpersonal Skills

Excellent written and verbal communication skills in English.

Strong coordination problem-solving and conflict-resolution abilities.

Proven ability to engage effectively to engage with stakeholders at all levels both within and outside the University.

Exceptional interpersonal and team collaboration skills.

Personal Attributes

The ability to work independently manage multiple tasks simultaneously and take initiative in a fast-paced environment.

Demonstrated leadership and staff development abilities.

Strong analytical strategic thinking and organising skills.

The ability to pay attention to detail and function under pressure without compromising accuracy.

Excellent time management skills and the ability to maintain confidentiality.

Recommendation/Aanbeveling

A working knowledge of academic and financial administration systems in a tertiary environment.
A proactive and innovative approach to improving operational processes.
In-depth knowledge of business analysis and methodology.
Proven experience and an understanding of the operational requirements of science laboratories will be a distinct advantage.
Demonstrated excellence in strategic analysis decision-making and problem-solving.
Demonstrated experience in and knowledge of policy and procedures related to science teaching and learning assessment and research in a higher education environment.
Relevant experience in student administration enrolment and recruitment strategies at a tertiary institution.

How To Apply/Hoe Om Aansoek Te Doen

#LI-POST

#PSS

The University is committed to employment equity (EE) and appointments will be made in line with the institutional EE Plan.

Stellenbosch University reserves the right not to make an appointment.

Your application comprising a comprehensive curriculum vitae (including the names and email addresses of at least three references) must reach the University before or on the closing date in the advertisement.

Apply online at by clicking Apply now at the top to the right of the page for the specific vacancy.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

If you have received no feedback from the University after four to six weeks of the closing date kindly accept that your application was unsuccessful.

Enquiries/Navrae

Enquiries about this post: Mr Mbuso Kingdom Dludlu Director: Faculty Management on or at

Enquiries about remuneration/benefits and technical assistance with the electronic application process: Human Resources Client Services Centre on (Stellenbosch) or

(Tygerberg) or at

Required Experience:

Collecting and analysing financial data advising the Director and Executive on internal and external financial impacts and operational strategies.
Assisting the Director in annual budgeting financial forecasting risk analysis and fund allocation.
Assisting with monitoring fund availability and ensuring proper allocation of funds for all projects across the Faculty.
Supporting faculty-level strategic projects through financial administration and tracking.
Preparing financial reports to support strategic decision-making.
Providing timely and accurate information to key stakeholders and ensuring compliance with the Universitys financial policies internal controls and statutory requirements.