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) for societal impact in the context of the changing social, political, and economic fortunes of Africa”.

• Effective and proactive diary management.
• Effective management of tasks and information related to the CIO’s responsibilities and prioritising tasks in terms of urgency and importance.
• Effective planning and organising of tasks in the office of the CIO.
• Act as first point of call for staff, students and other external stakeholders on all general queries that go via the office, resolve queries, and escalate where necessary.
• Ensure an effective record-keeping system including establishing and maintaining an effective filing system and keeping records up to date.
• Manage and order stationary supply, as well as kitchen supplies.
• Provide secretarial services to meetings: times, attendees, venues and arrange catering.
• Operate office machines and equipment in support of secretarial work.
• Perform Oracle on-line orders related to the CIO’s responsibilities.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Facilitate the maintenance of infrastructure in line with university processes.
• Deal with correspondence as required by the CIO.
• Deal with risk management in own focus areas and adherence to Service Level Agreements (SLA).
• Perform ad-hoc duties as and when required.
• Make travel, transport and accommodation arrangements for the CIO, as well as other Senior Management team members, if so required by the CIO.
• Plan, arrange and coordinate relevant meetings, training, workshops, functions, and conferences as directed by the CIO.
• Reconcile receipts and manage finances related to the division credit cards for the CIO office. 

• A relevant Diploma (NQF level 6 qualification).
• 3-5 years Secretarial experience at an executive level.
• 3-5 years Administrative and budgeting experience.
• Computer literacy (all MS Office packages).
• Administrative and clerical procedures and systems.
• Extensive diary management and scheduling.
• Extensive telephone etiquette
• Procurement procedures
• Knowledge of conference calls (international and local)
• Office and administration Management
• Finance/budgeting principles

• Previous experience in a Higher Education environment
• Knowledge of University systems and processes.
• Knowledge of University policies and procedures.

• Good Planning, organisational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to prioritise and work under pressure.
• Fluent English language use
• Ability to use own initiative and work independently.
• Good professional typing skills.
• Good interpersonal and human relations skills, coupled with intercultural skills and assertiveness.
• Social perceptiveness and the ability to handle conflict situations in a diplomatic manner.