job description - Chief Officer: Office Manager
Duties and responsibilities:
- Manage and implement administrative measures to ensure the effective functioning of the Office of the Vice–Chancellor and Principal.
- Manage the diary of the Vice-Chancellor and Principal proactively and holistically.
- Arrange appointments, schedule meetings, and manage meeting administration, requirements, and logistics.
- Work closely with the Office of the Chief of Staff in executing duties and responsibilities.
- Manage the document management systems and provide management information to the Vice-Chancellor, and Principal, and Chief of Staff.
- Make national and international travel, accommodation, and related arrangements for the Vice- Chancellor and Principal, and Chief of Staff.
- Arrange summits, work sessions, retreats, and corporate events for the Office of the Vice-Chancellor and Principal in collaboration with the Chief of Staff and other relevant offices.
- Monitor the operations budget of the office.
- Implement cost-control mechanisms to optimise expenses within the office.
- Maintain a good understanding of the UFS policies, systems, and procedures.
- Track deadlines with regard to the submission of documents.
- Maintain healthy relations between the Office of the Vice-Chancellor and Principal and all relevant internal and external individuals and stakeholder groups.
- Manage email and telephonic queries and prepare timely responses in consultation with the Office of the Chief of Staff.
- Provide secretarial support when necessary (drafting agendas, taking minutes, transcriptions, etc.).
- Receive internal and external guests and visitors.
- Act with the necessary professionalism and diplomacy as required by the high-profile nature of the Office of the Vice-Chancellor and Principal.
Inherent Job Requirements:
- Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 or a 3-year National Diploma on NQF level 6.
- A minimum of three (3) years work-related experience as an office manager in a senior capacity.
Recommendations:
- Reasonable knowledge and experience of higher education – specifically the university environment.
- Good understanding of UFS systems, policies, and procedures.
- Excellent communication skills.
- Excellent and proven interpersonal skills.
- Ability to adapt and be flexible.
- Ability to effectively prioritise.
- Ability to function under high pressure.
- High level of honesty and integrity.
- Willingness to work outside regular office hours.
Report
About the company
0 followers
Follow
The University of the Free State (UFS) creates opportunities and growth through leading learning and teaching, focused research, and impactful engagement with society.