ADMINISTRATIVE OFFICER - DEPT

Job Summary

Department: School of Civil and Environmental Engineering

The School invites applications for the permanent position of Administrative Officer (Grade AD10)

Requirements

• NQF Level 6 (National Diploma or equivalent qualification in an appropriate field).
• Excellent interpersonal, communication, planning, secretarial and organisational skills.
• Good computer literacy and competence in the use of MS Word, Ms Excel, Adobe Acrobat, E-mail, video conferencing platforms (MS Teams and Zoom), electronic diary, SharePoint, etc.
• At least 3 years of related experience.
• Familiarity with University systems

ADVANTAGE:

• NQF Level 7 in an appropriate field

Key Responsibilities

The successful applicant will report to the School Administrative Manager and be responsible for:

a) Providing administrative support to staff including:

• Assisting with the co-ordination and administration of school events.
• Coordinating, along with all members of the Administrative team, the cleanliness of the Hillman Building, particularly the boardroom, tearoom and kitchen.
• Is a member of the School's Occupational Health, Safety and Environment (OHS & E) committee and serves as an OHS & E representative and Evacuation Coordinator.
• Managing and coordinating assessments e.g. organizes invigilators, manages deferred test and 4th year exam applications on Ulwazi, assists with the cross checking of marked scripts, and facilitates the forwarding of exam scripts to external examiners.
• Scanning course material for upload to course folders on SharePoint.
• Communicating with services departments (e.g. ICT, printing, telephones and audiovisual) regarding maintenance requirements.
• Managing the school's stationery stock.
• Assists with the onboarding of sessional and new lecturers.
• Facilitating the distribution of hardcopy mail.
• additional duties as may be assigned from time to time by the Head of School.

b) Providing administrative support to students including:

• Assisting with the coordination of undergraduate timetables, year planners, venue bookings, and the printing and distribution of course packs.
• Assists with student registration.
• Assists with student tutor programme.
• Managing the school library.
• Connecting students to bursary opportunities and vacation work training.
• Posting general announcements on Ulwazi.
• Arranging field trips.
• Attending to student enquiries and requests

c) Providing administrative support to visitors including:

• Assisting with enquiries and directions.
• Booking car parking spaces for invited guests

For additional information, you may view the Job Description.

ENQUIRIES: Professor Adesola (Shola) Ilemobade; Head of the School of Civil and Environmental Engineering; adesola.ilemobade@wits.ac.za; 011 717 7153.

TO APPLY: Submit (1) a motivational letter (2) a detailed CV (that includes the names, e-mail and phone numbers of 3 referees) and (3) certified copies of certificates (degrees/diplomas) and SA ID. Apply on Oracle Self-Service on the Wits Intranet by selecting ''Apply for a job''

The University is committed to Employment Equity. Preference may be given to appointable applicants from the under-represented designated groups in terms of the relevant employment equity plans and policies of the University. The University reserves the right to verify all information provided by candidates and to verify credit rating. Please note that correspondence will only be entered into with the shortlisted candidates. The University reserves the right not to make an appointment or to re-advertise

By applying for this post the Applicant acknowledges that their personal information will be processed by the University. The Applicant, by their conduct in proceeding with an application for this position, gives their consent to the processing of their personal information as required by the University's Recruitment, Selection and Appointment Policy. Such processing includes logging their information on the University's recruitment systems, conducting necessary background and reference checks including disciplinary and/or criminal records, and disclosing their personal information to university employees identified to take part in the selection and recruitment process. The Applicant consents to any processing of their personal information as may be required. The confidentiality of the Applicant's personal information will be maintained.