Job Description

UP Professional and Support

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FACULTY OF NATURAL AND AGRICULTURAL SCIENCES


DEPARTMENT OF STUDENT ADMINISTRATION


SENIOR ADMINISTRATIVE OFFICER


PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.



RESPONSIBILITIES:


It is expected of the Senior Administrative Officer to deliver a complete administrative function to the Head of Student Administration (HSA) and Office of the Deputy Deans, including secretarial duties. These functions will include the following:

Faculty and University Committees: + Assisting with the coordination of Faculty Board and Teaching & Learning Committee meetings;
+ Assisting the Head of Student Administration with logistical arrangements for Faculty Board Meetings;
+ Assisting with recording of meetings and preparation of minutes;
Operational Support: + Managing the HSA's calendar and scheduling meetings;
+ Assisting with drafting meeting agendas and minute taking;
+ Compiling reports and providing data analytics;
+ Responding to the Deputy Dean's mailbox and attend to telephonic queries.
Liaison Duties: + Liaising with the Office of the Dean and the Offices of the Deputy Deans on escalated Student Cases;
+ Tracking of all student cases that require approval from the Dean, or delegated to the HSA and Deputy Deans;
+ Record keeping of all student escalated cases, for audit purposes;
Faculty Information Projects: + Assisting in the Annual or bi-annual updating and proofreading of the Yearbook, Faculty brochure and Web information;
+ Assisting in updating the fixed curriculum and prerequisites from Faculty Board and Senate approved regulation changes;
+ Coordinating and assisting in all Faculty events such as #ChooseUP day, registrations, orientation and graduations;
Postgraduate Applications: + Supporting and assisting Faculty postgraduate administrators in the co-ordination and administration of local and international postgraduate applications. Advising, consulting and attending to enquiries regarding applications;
+ Monitoring of status of applications;
+ Providing reports on postgraduate applications.



MINIMUM REQUIREMENTS:

Relevant National Diploma with at least three (3) years' experience OR National Senior Certificate (Grade 12) with at least five (5) years' experience; At least three (3) years' experience in a Higher Education environment; Demonstrated expertise in the interpretation and application of the University's General and Academic Regulations, and the relevant faculty rules; Experience in general office administration and secretarial duties; Experience mentioned above should include the following tertiary student administration functions: + Applications;
+ Committee Management;
+ Faculty Information;
+ Student Cases.



REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Excellent professional communication and language skills, both written and verbal; Strong display of customer service acumen; Ability to liaise and communicate effectively on all levels within the organization; The ability to work under pressure without compromising detail and accuracy; Ability to prioritise work independently and handle simultaneous assignments with success and accuracy; Data analysis skills and the ability to compile reports; Problem solving abilities; The ability to handle confidential information; Thorough working knowledge of applicable computer programmes (MS Word, Excel, PowerPoint, e-mail and the Internet).


ADDED ADVANTAGES AND PREFERENCES:

A Bachelor of Science Degree; Advanced proficiency in MS Office: Word, Excel, and PowerPoint; Advanced skills in PeopleSoft or equivalent system; Experience in managing the logistical arrangements for committees and events.


PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.



The annual remuneration package will be commensurate with the incumbent's level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.



Applicants are requested to apply online at www.up.ac.za


In applying for this post, please attach:

A comprehensive CV; Certified copies of qualifications; Names, e-mail addresses and telephone details of three referees whom we have permission to contact.


CLOSING DATE: 2 February 2026


No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.



ENQUIRIES:


Ms A Hlatshwayo, Email: art.hlatshwayo@up.ac.za for application-related enquiries, and Ms X Kunene, Email: xolile.kunene@up.ac.za, for enquiries relating to the post content.



Should you not hear from the University of Pretoria by 30 April 2026, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.