The University of Johannesburg (UJ) is a distinguished institution that plays a pivotal role in advancing higher education in South Africa. We are seeking a dedicated Administrative Assistant to join our vibrant team and contribute to our mission of fostering academic excellence. Below is a detailed overview of the opportunity, the requirements, and the benefits of working with UJ.
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Location: Johannesburg, South Africa
Department: Administrative Assistant
Type: Full-Time
Application Deadline: 12 June 2024
The Administrative Assistant will support our dynamic team by ensuring the smooth functioning of departmental operations. This role is integral to maintaining our high standards of academic and administrative services, contributing directly to the institution’s success.
Key Responsibilities
1. Office Administration
- Reception Duties: Manage front desk operations, including greeting visitors, answering calls, and handling inquiries.
- Correspondence Management: Oversee incoming and outgoing mail, emails, and other communications.
- Document Preparation: Prepare, proofread, and format various documents, including reports, memos, and meeting minutes.
2. Scheduling and Coordination
- Calendar Management: Organize and maintain schedules for departmental meetings and events.
- Meeting Coordination: Arrange and coordinate meetings, including booking venues, preparing agendas, and distributing materials.
- Travel Arrangements: Facilitate travel plans and itineraries for staff and visiting academics.
3. Data Management
- Record Keeping: Maintain accurate records of departmental activities and documents.
- Database Management: Update and manage databases, ensuring data integrity and confidentiality.
- Reporting: Compile and generate reports for departmental use and analysis.
4. Support Services
- Student Assistance: Provide administrative support to students, including handling queries and facilitating access to academic resources.
- Staff Support: Assist faculty and staff with administrative tasks, including photocopying, filing, and supply management.
- Event Support: Aid in the planning and execution of departmental events and seminars.
Qualifications and Skills
Educational Background
- Minimum Qualification: A relevant diploma or degree in Business Administration, Office Management, or a related field.
- Preferred Qualification: Bachelor‘s degree or higher in a related discipline.
Professional Experience
- Experience Required: At least 2 years of administrative experience, preferably in an academic or similar environment.
- Experience Preferred: Experience within a university or educational setting is highly desirable.
Technical Skills
- Computer Proficiency: Advanced skills in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Database Management: Experience with academic or administrative databases.
- Communication Tools: Proficiency with virtual meeting platforms and office communication tools.
Personal Attributes
- Organizational Skills: Excellent organizational and multitasking abilities.
- Attention to Detail: High degree of accuracy and attention to detail.
- Communication Skills: Strong verbal and written communication skills.
- Problem-Solving: Effective problem-solving capabilities and a proactive attitude.
Application Process
How to Apply
Interested candidates are invited to submit their application through the UJ Careers Portal. The application must include:
- Cover Letter: A detailed cover letter outlining your suitability for the role.
- Resume/CV: An updated CV highlighting relevant experience and skills.
- References: Contact details of at least three professional references.
Application Deadline
All applications must be received by [Specify Deadline]. Late submissions will not be considered.
Selection Process
The selection process includes initial screening, followed by interviews with shortlisted candidates. Successful applicants will undergo background checks and verifications.
Benefits of Working at UJ
1. Competitive Compensation
- Salary Package: Attractive salary package commensurate with experience.
- Additional Benefits: Comprehensive benefits package including health insurance, retirement plans, and leave entitlements.
2. Professional Development
- Training Opportunities: Access to continuous professional development programs.
- Career Growth: Opportunities for career advancement within the university.
3. Inclusive Work Environment
- Diversity and Inclusion: UJ promotes a diverse and inclusive work culture.
- Supportive Community: Collaborative and supportive team environment.
About the University of Johannesburg
The University of Johannesburg is a leading South African university known for its commitment to academic excellence, research innovation, and community engagement. UJ offers a dynamic environment where students and staff thrive in an atmosphere of inclusivity and diversity.
Mission and Vision
- Mission: To provide accessible and quality education that prepares students for global citizenship.
- Vision: To be an international university of choice, anchored in Africa, dynamically shaping the future.
Campus Facilities
- State-of-the-Art Infrastructure: Modern facilities, including libraries, laboratories, and learning centers.
- Student Services: Comprehensive support services for student well-being and academic success.
Contact Information
For further inquiries or assistance with your application, please contact:
- Enquiries regarding the job content: Busisiwe Dumezweni (HCM Business Partner) on Tel: (011) 559 3012
We look forward to welcoming you to our team and contributing to your professional journey at the University of Johannesburg.
