Administrative Coordinator Job at UNISA in Pretoria

 JOB TITLE: ADMINISTRATIVE COORDINATOR (P7)
(Ref: CEMS/MME/PAM/0168-2014)
COLLEGE OF ECONOMIC AND MANAGEMENT SCIENCES
SCHOOL OF MANAGEMENT SCIENCES
DEPARTMENT OF PUBLIC ADMINISTRATION AND MANAGEMENT
MUCKLENEUK CAMPUS



The purpose of the job is to support the COD in coordinating and providing oversight in all administrative functions to ensure optimum utilization of resources.

Post specific requirements for Administrative Coordinator:

·       A Bachelor’s degree or NQF 7 equivalent with 5 years of progressive administrative experience in an academic setting or similar environment



Competencies:

•     Must be able to manage multiple complex priorities and confidential information with discretion.

•     An intricate understanding of the functioning of higher education institutions.

•     A thorough knowledge of Microsoft packages and Student system

•     Excellent communication skills (oral and written)

•     Strong interpersonal, organisational, administrative (including budgets) and problem-solving skills

•     Ability to work both as a team member and independently in a complex environment with multiple, shifting and competing priorities

·       Proven experience and knowledge of effective office management and administration

·       Ability to execute tasks accurately, timeously, meticulously and attention to detail

·       Capable of solving problems and taking initiative

·       Able to work under pressure, adhere to deadlines and maintain confidentiality

·       Meticulous record-keeping skills



Recommendations:

·       Knowledge of Unisa’s structures, policies and procedures

·       Relevant experience at a tertiary institution, and in a large department

·       Knowledge of Oracle, myUnisa and IRMA systems



Duties:

·       Coordination of administrative functions

·       Coordinates and directs all the administrative, student and general support processes

·       Supervises and promotes the work of administrative staff to ensure adherence to quality standards, deadlines and proper procedures

·       Develops work schedules and structures according to budgets and workloads

·       Develops and administers procedures and guidelines and provide leadership to help align the workforce with strategic goals of the Department

·       Assists with the implementation of management decisions

·       Coordinates and maintains office management systems and reporting mechanisms

·       Facilitates communication and coordination, internally and externally, of the administrative procedures to promote efficiency among staff

·       Updates and manages the web page and liaises with the Webmaster

·       Provide student and visitors’ support

·       Manage human resources

·       Manages leave of absence on Oracle self-service ensuring that leave application is approved by the CoD/Director

·       Provides administrative staff with guidance in handling / resolving escalated complaints or disputes

·       Facilitates the management of recruitment process with the assistance of the Department: Human Resources, including fixed term appointments,  independent contracts and appointment of postgraduate student assistants

·       Coordinates the implementation of performance management system

·       Monitors 100% compliance for performance agreements, mid-year reviews and year-end assessments

·       Conducts quality assurance on all performance related’ documents (e.g. applicable signatures, scorings, linkage lines of reporting on system etc.)

·       Determines the need for training on performance management system in conjunction with the departmental training representative

·       Coordinates and identify  the training programmes and establishes an in-house employee training system in conjunction with the departmental training representative

·       Liaises with the Directorate: HRD on all issues relating to training and development

·       Ensures the successful and timeous completion of tasks and activities by following up on instructions of all correspondence related to human resource matters

·       Keeps the CoD informed on status of completion of tasks, instructions and other outstanding items

·       Orientates new administrative and academic staff members regarding procedures and the administrative running of the department

·       Financial administration 

·       Establishes, monitors,  manages the budget, controls expenditure and ensures efficient use of resources such as telephone and internet accounts of individual staff members as well as the expenditure related to

contract appointments in consultation with the Chair of the department

·       Coordinates, aligns and amends budget compilation and details thereof in consultation with the CoD.

·       Submits budget reports on a continuous basis to the departmental management committee of the department

·       Handling research fund payments and financial statements, including conference funds, individual research funds and the departmental funds

Salary: Remuneration is commensurate with the seniority of the position

Deadline Date: 14.03.2014
How to Apply:


·       Complete the prescribed application form which is obtainable from the universiy web site (application form for permanent academic posts)

·       Attach a comprehensive CV and the following ORIGINAL certified copies (within the previous six months)

§  identity document (including passport, work permit, permanent residence permit or proof of nationalisation if applicable);

§  all educational qualifications;

§  academic transcripts/records;

§  for academic positions a teaching statement; and

§  proof of SAQA verification of foreign qualifications (if applicable)

·       Unisa reserves the right to authenticate all qualifications without any further consent from the applicant.

·       The contact details of three contactable references must be provided, one of which must be from your present employer excluding your current line manager if you are an internal Unisa applicant

·       Unisa is not obliged to fill an advertised position

·      Appointments will be made in accordance with Unisa’s Employment Equity Plan and other applicable legislation.



  We welcome applications from Persons with Disabilities    See full size image



Applications must be submitted in an envelope clearly marked with the name of the relevant College and/or Department, the position applied for and the reference number of the position.
If you apply for more than one position, each application must be in a separate envelope.
Late, incomplete and incorrect applications will not be considered.

·Applications must be posted to Mrs ME Maluleka,
HR Advisor: College of Economic and Management Sciences,
AJH van der Walt Building,
Room 5-16, PO Box 392, Unisarand, 0003.

· Hand delivered applications can be deposited into the Application Box (marked College of Economic and Management Sciences) situated at Muckleneuk Campus:
Main Entrance of AJH van der Walt Building.

All applications should reach UNISA before 16h00 on the closing date.

Correspondence will be limited to short-listed candidates only. If you have not been contacted within two months after closing date of this advertisement, please accept that your application was not successful.