The University of Johannesburg (UJ) is a vibrant and cosmopolitan university anchored in Africa and intent on global excellence and stature. With an emphasis on independent thinking, sustainable development and multiple partnerships, UJ is an international university of choice.

• Collaborate with the Chairholder to undertake and support research management
• Required to perform project support tasks for research projects. This will include setting up meetings, advertising seminars, making travel bookings, coordinating venues and refreshments, and to liaise with academics from a range of Southern African universities, nationally and internationally .
• Manage the students and postdocs lifecycle attached to the research programme including setting up feedback meetings, ensuring their payment, liaising with faculties administration for timeous submissions and providing an enabling environment for their work.
• Maintain the electronic system eg student tracking for the Chair and communication strategy perform including placing information on a website, updating this from time to time, preparing reports and memos for dissemination
• Keep a record of expenditure for projects which report to different funders and handle the nominations of students’ bursaries.
• Capture data on excel and create excel spreadsheets.
• He/she must be a dynamic, flexible, and self-motivated person, who can work independently who will provide inter alia the following services:

• Devising and maintaining office systems, including data management and filing.
• Project planning and management.
• Making travel arrangements (including flights, visas etc.).
• Screening enquiries and requests and handling them as appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Dealing with incoming communications, and where appropriate corresponding on behalf of the Chair.
• Organising and attending meetings and ensuring that the Chair is prepared for meetings.
• Ensuring that UJ and NRF processes and procedures are followed.
• General administration, including maintenance of literature and infrastructure databases, filing systems, inventories etc.
• Ensuring that the website is updated.
• Establishing and maintaining an effective electronic repository and keeping records up to date.
• Recording and submitting research publications.
• Maintaining records and handling submissions in the NRF online system.
• Providing assistance with the compilation of research grant applications and reporting, including electronic submissions.
• Facilitating the maintenance of infrastructure and assets in line with University processes.
• Dealing with service providers.
• Work with faculty administration in Education to ensure timeous submissions of relevant documents 

• Processing bursaries and resolving problems.
• Managing students’ academic life cycle, including preparing and submitting relevant forms.
• Responding to queries from current and prospective students.
• Ensure timeous reporting from students and PDRFs, provide liaison with the Chair, and set up progress meetings.
• Keep track of student and postdocs outputs and progress as agreed to with the Chair

• Provide executive assistance and support to the Chair.
• Maintain diary and oversee scheduling.
• Perform ad hoc duties as and when required by the Chair.
• Set up meetings with the Dean and prepare for the executive structures that the Chair participates in.

• Implement effective budget planning and management systems and budget monitoring mechanisms.
• Financial reporting.
• Manage and order supplies.
• Manage petty cash.
• Manage procurement to enable efficient operation and timely payment of invoices.
• Interfacing between the UJ and NRF budget and financial management systems.
• Ensure timeous payment of students, PDRFs, research assistants and other research support.
• Provide a monthly budget to reconcile income and expenditure.

• Sourcing, managing, disseminating information from and to appropriate people and organisations.
• Ensuring research partner interaction, including with relevant university, business, and government personnel.
• Preparing relevant reports, presentations, and external communication.
• Developing and maintaining a database of stakeholders.
• Ensuring continuous liaison with appropriate organisations and people.
• Update key project partners timeously and update the Chair business plan monthly to align with strategic focus.
• Set up Chair meetings

• Planning, arranging, publicising, and coordinating meetings, seminars, workshops, functions and conferences.
• Liaising with service providers.
• Providing secretarial services to meetings when required.
• Doing research in preparation for key engagements and meetings.

• A relevant NQF level 6 qualification or equivalent.
• A minimum of 3 years' working experience in a similar role, preferably with project management, research management and public relations experience.
• A minimum of 3 years' administrative experience within a higher education environment.
• Proven computer literacy skills: must be fully conversant in MS Word, Excel, PowerPoint, Access, Outlook and usage of Internet and all online technologies.
• Excellent writing and communication skills
• A university degree

• Excellent oral and written communication skills and interpersonal and customer service skills.
• Excellent time management.
• Ability to use own initiative and work independently.
• Strong problem-solving skills, including the ability to anticipate problems and take appropriate action, and work without detailed supervision.
• Good planning and organising ability.
• Ability and confidence in dealing with a diverse range of stakeholders and communicate effectively.
• Commitment to working at a senior level within a team, developing effective working relationship s and work with senior leadership in the institution. 
• Forward planning and high attention to detail, and professionalism at all times.
• Well-groomed, innovative and the ability to work under pressure.

• Knowledge of University systems, structures, policies and procedures
• Project Management experience.
• Previous experience as an academic Administrative Officer, Departmental Secretary or Executive Secretary.
• Working knowledge of ImageNow, iProc, Oracle, ITS.
• Previous experience in a similar position