Administrative Assistant III (P11) (Registrar - Central Academic Administration Division: Timetables Department) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
“Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
The Timetable Department resorts within the Central Academic Administration Division and is responsible for all tasks related to the University’s Timetables – i.e. all lecturing- and assessment timetables, as well as permanent and ad hoc venue bookings of all lecturing- and assessment venues, plus computer laboratories (in collaboration with the Manager: Computer Labs).
Purpose:
General administrative assistance to the Snr Manager & other Timetable Department (TTD) staff re University Timetable Committee(UTC)-, TTD-, timetable- and venue booking-related tasks. Financial duties for the Timetable Department.
Responsibilities:
- Administration and processing of UTC requests for timetable changes via the University’s EDRMS System – i.e. Perceptive Content. Supplying first-line support and training in UTC eForm usage to academic staff members.
- Record-keeping and administration for fortnightly Timetable Department Staff meetings, including minute taking.
- Departmental record-keeping of staff matters – e.g. leave planned & taken, ITS INT 4 Student System access, organograms, asset lists, etc.
- Assist with diverse tasks for the Timetable Department, e.g. appoint temporary staff on Oracle, and as stand-in for the other TTD Admin Assistant when required to process requests for ad hoc venue bookings (any campus) as CELCAT Rooming Administrator.
- Financial duties for the Timetable Department – inter alia budget planning and capturing, plus placing orders, plus tracking expenditure and progress.
- University Timetable Committee (UTC) documentation and record-keeping, including updating the Timetable Distribution List every 2 months. UTC meeting administrative tasks re attendance, displaying documentation, book binding, etc.
Minimum requirements
- NQF 6 (3-year) Diploma in Business Admin, or Communication, or any IT-related field or relevant
- Minimum two years' of experience in academic administration at a tertiary education institution
- Knowledge of and at least one year’s experience in the use of Scheduling Software such as CELCAT, Syllabus Plus, or similar
- Well-developed IT skills in the use of MS Office Applications, Oracle, Perceptive Content and IDU
- Good knowledge of and experience (at least Intermediary Level) in the use of MS Excel
- Experience in timetabling and/or venue bookings in academic administration at a tertiary education institution
- More than a year’s experience in the use of CELCAT Scheduling Software
- Good knowledge of and a minimum of one year experience in the use of the ITS Integrator Student System supplied by Adapt IT
- Excellent IT skills related to MS Office Applications, Oracle, Perceptive Content, HEDA, BI reporting and IDU
- Advanced knowledge and skills in MS Excel
- Knowledge of UJ Policies and Procedures pertaining to timetable construction and/or ad hoc venue bookings
- The ability to work under pressure with excellent data accuracy & attention to detail
- Basic numerical skills
- Very good verbal and written communication skills
- Well-developed client service skills
- Very good planning and organising skills, including time management
- Administrative skills
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.