The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) in the context of the changing social, political and economic fortunes of Africa”.

• Devising and maintaining office systems, including data management and filing.
• Administrative support to 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 in a timely manner, 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.
• Maintaining records and handling submissions in the NRF online system.
• General administration, including maintenance of literature and infrastructure databases, filing systems, inventories etc.
• Establishing and maintaining an effective electronic repository and keeping records up-to-date.
• Regularly capturing and submitting research publications.
• Providing administrative 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; and managing and ordering supplies.
• Management of temporary appointments, contractors and visiting scholars in accordance with UJ policy

• Processing bursaries and resolving problems.
• Managing students’ academic life cycle, including preparing and submitting relevant forms.
• Responding to queries from current and prospective students.

• Providing administrative support to budget planning and management systems and budget monitoring mechanisms.
• Keeping financial records and providing administrative support to financial reporting.
• 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.

• Provide executive assistance and support to the Chair.
• Assistance with diaries and scheduling.
• Perform ad hoc duties as and when required by the Chair.

• Sourcing, managing, disseminating information from and to appropriate people and organisations.
• Ensuring research partner interaction, including with relevant university, business and government personnel.
• Providing administrative assistance to meetings – e.g. minute-taking, supporting the preparation of relevant reports, presentations and external communication.
• Developing and maintaining a database of stakeholders.
• Ensuring continuous liaison with appropriate organisations and people.
• Ensuring that the website is updated.

• Planning, arranging, publicising and coordinating meetings, seminars, workshops, functions and conferences.
• Supporting the preparations for key engagements and meetings.

• A relevant Advanced Certificate/Diploma at NQF6 level.
• Three to five years of job-related experience.
• Good knowledge of office administration, record keeping, scheduling of meetings, and organising events.
• Proven computer literacy skills, i.e. fully conversant in MS Word, Excel, PowerPoint, Access, Outlook, and usage of Internet.
• Strong budgeting and financial management skills.

• 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.
• Good planning and organising ability.
• Ability and confidence in dealing with a diverse range of stakeholders.
• Commitment to working at a senior level within a team, developing effective working relationships.
• Forward planning and high attention to detail
• 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 and WordPress.