Stellenbosch University

To apply, click on the link at the end of the posts and all the best with your applications.

1. Events Coordinator
2. Personal Assistant to the Dean
3. Administrative Officer
4. Occupational Health Nurse Practitioner
5. System Administrator
6. Coordinator: Communication and Marketing
7. Graphic Designer

Events Coordinator

The Corporate Communication and Marketing Division (CCMD) directly contributes to optimising the competitive positioning of Stellenbosch University (SU), ultimately facilitating systemic sustainability in line with its institutional strategy, Vision 2040.  The Division offers direction-setting services within the professional fields of marketing and communication, integrated into best practice programmes, initiatives, campaigns, and specialised projects that lead in showcasing the greatness of our institution; that serve to enhance our excellent reputation; that attract talented students, staff and resources; that foster meaningful relationships; and that advance purposeful partnerships with our wide network of stakeholders.

The Events Coordinator takes responsibility for the planning, coordinating and implementation of all institutional calendar events and special functions in support of the Cooperate Communication and Marketing strategic and divisional objectives, which in turn are aligned with the SU Vision 2040 and the Strategic Framework 2019 – 2024

Duties/Pligte

• Planning and coordinating institutional calendar, strategic and ad hoc events;
• Managing the events invitation and RSVP management system;
• Ensuring that events-related database systems are in place;
• Planning and developing programmes, agendas, briefing documents, budgets, and services according to stakeholder requirements;
• Attending regular event update meetings with all event stakeholders to discuss event briefs, goals and objectives of events and campaigns;
• Administering the institutional budget in collaboration with the Events Manager;
• Contributing to the development of the institutional events budget;
• Drafting a monthly events expense report;
• Facilitating procurement process, including requesting of quotations and liaising with the Finance Department;
• Facilitating the payment of suppliers;
• Ensuring compliance with the procurement policy;
• Purchasing promotion material, corporate gifts, etc.;
• Ensuring that effective communication is maintained with all internal stakeholders (rectorate, faculties, the communications team, administrative staff) in planning and organising events based on the stakeholders’ briefs and objectives;
• Ensuring that effective communication is maintained with external stakeholders (suppliers).

Job Requirements

• Relevant degree or diploma in administration management / business administration, or a related field;
• Two years’ experience demonstrating a track record of successful event coordination in an events coordinator/assistant role;
• Computer literate with proficiency in the Microsoft suite;
• Strong written and verbal communication skills;
• Knowledge of database management;
• Creativity, adaptability, and the ability to work collaboratively within a team;
• Excellent organisational skills and attention to detail, with the ability to manage multiple projects simultaneously;
• Willingness and ability to work flexible hours to meet event needs

Recommendation

• A firm grasp of cultural sensitivity, industry trends, etc.;
• Project management experience in an event environment;
• Work experience in the higher education environment.

Shortlisted candidates must be willing to take an event management proficiency test.

Personal Assistant to the Dean

The personal assistant reports directly to the Dean: Faculty of Economic and Management Sciences at SU; therefore all staff-related matters such as description of duties, performance expectations, personal development, leave and general wellness affairs fall under the Dean. The incumbent is also tasked with providing administrative support to other members of the Deanery and Dean’s management team. The position requires a high level of accuracy and attention to detail, therefore the incumbent should be attentive and scrupulous in their work.

Duties

The duties described below are applicable to secretarial and administrative support primarily to the Dean. Ad hoc support to the three Vice-Deans is also included in the duties:

Diary management and communication:

• Providing secretarial and administrative support to the Dean, and any other Vice-Deans as may be required. This includes the following:
• Managing, planning and maintaining the diary and daily appointments (including the SU almanac and Faculty meetings) of the Dean, including taking care of all arrangements in support of the daily duties and responsibilities of the Dean;
• Managing and organising meetings and appointments as requested by the Dean;
• Making travel and accommodation arrangements for the Dean;
• Drafting memoranda for the Dean’s approval signature as requested by the Dean;
• Ensuring that all paperwork (human resource management, finances, policies, etc.) is completed in full before being presented to the Dean for approval and signature.

Reception, enquires, and communication:

• Managing the shared email box of the Dean, namely deanems@sun.ac.za;
• Handling enquiries from students, parents and the general public, whether in person, by telephone, or email, and evaluating and channelling enquiries to the correct person in the Dean’s Office, Faculty or University;
• Receiving students, parents and other visitors at the Dean’s Office;
• Managing and handling enquiries by Faculty and University staff (e.g., tracking documents, enquiries regarding policies, supplying lists of the Deanery and/or chairpersons, etc.);
• Compiling well-written, integrated feedback to students, parents and the general public based on relevant information from SU stakeholders;
• Sourcing information by liaising with a variety of stakeholders to gather the relevant information, deciding which information to include, and compiling it in PowerPoint slides for the EMS Faculty Board;
• Updating important documents on the Faculty’s document management and storage system (SharePoint);
• Drafting/editing documents for emailing on behalf of the Dean or Vice-Deans;
• Handling administrative tasks/processes received from other parties inside SU, for example nominations for committees and awards, moderation and examination reports, information about graduation ceremonies, etc. This includes accurate feedback, as set out and required by SU.

Human resources appointments:

• Planning and coordinating the various appointment processes of the Faculty in cooperation with the Dean. 
• Composing the Faculty’s annual Academic Appointment and Promotion Committee (AAPC) that meets monthly, and clearing it with the various role players; 
• Updating the Faculty’s 33-page AAPC process document and uploading it to SharePoint.

Academic appointments:

• Composing the Academic Appointment and Promotion Committee in accordance with the SU Academic Appointment and Promotion procedure document;
• Sending the recommended shortlist of candidates to the committee members for their input;
• Arranging a final shortlisting discussion for the Dean, the relevant chairperson, employment equity manager and human resources practitioner;
• Sending the names of the shortlisted candidates to the human resources officer to request the necessary reference reports about the candidates;
• Communicating the date of the interviews to the shortlisted candidates. Communication with shortlisted candidates requires friendly and very detailed correspondence; 
• Making logistical arrangements (preparing interview schedules, booking flights and accommodation if needed, arranging airport transfers, scheduling the interviews either in person or remotely, handling all financial transactions, etc.);
• Conveying the interview panel¿s special requests (e.g., mock lecture(s), (un)prepared essays, presentations, etc.) to the candidates, and making the necessary arrangements, if required; 
• Compiling and sending documents to the interview panel;
• Drawing up a temporary recommendation report with the necessary information that is available prior to the interview, and submitting it to the relevant chair to be completed after the meeting;
• Making arrangements on the day of the interviews (receiving candidates, organising refreshments, etc.);
• Receiving and proofreading the completed recommendation report by the chairperson and forwarding it to the interview panel for input and approval;
• Sending the approved recommendation report to the Dean for final approval and to be forwarded to the human resources practitioner.

Academic promotions:

• Coordinating and rendering support to the Dean with the biannual promotion process of academic staff;
• Reminding all chairpersons twice a year that the process of academic promotions is about to commence. The reminder includes all updated supporting documents and templates;
• Composing the Academic Appointment and Promotion Committee in accordance with the SU Academic Appointment and Promotion procedure document;
• Compiling the list of promotions and supporting documents for the Dean to consider for pre-evaluation discussions with human resources practitioners;
• Compiling and sending the approved list of promotions and supporting documents to the promotion panel;
• Preparing a schedule for the promotions meeting;
• Drawing up a temporary recommendation report with the available information prior to the meeting and submitting it to the relevant chair to be completed after the meeting;
• Receiving and proofreading the completed recommendations report by the chairperson and forwarding it to the promotion panel for input and approval;
• Sending the approved recommendation report to the Dean for final approval and to be forwarded to the human resources practitioner.

Appointments in extraordinary capacity and Honorary Professors:

• Coordinating and rendering support to the Dean with the annual process of appointments in extraordinary capacity;
• Reminding all chairpersons that the process of new appointments and reappointments in extraordinary capacity is about to commence. This includes all updated supporting documents and a list of current appointments together with their periods of appointment;
• Composing the Academic Appointment and Promotion Committee in accordance with the SU Academic Appointment and Promotion procedure document;
• Scheduling the appointments meeting;
• Drawing up a recommendation report (for new and reappointments) for the Dean and to be forwarded to the human resources practitioner;
• Updating the Faculty’s list of all extraordinary appointments and their terms.

Other human resources-related administrative tasks:

• Research fellows: Ensuring that all paperwork for the appointment of research fellows is fully completed before presenting it to the Dean for approval and to be submitted to the Deputy Vice-Chancellor: Research, Innovation and Postgraduate Studies;
• External work: After being approved by the Faculty Committee, submitting applications to human resources management;
• Research leave: Ensuring that all paperwork of applications for research leave is fully completed before presenting it to the Dean for approval, and forwarding the approved applications to human resources management;
• Leave administration: Making the required changes regarding leave that is already uploaded on the Oracle system (as approved by line managers). This includes creating leave (should staff not be able to), making changes to leave, cancelling leave, and generating reports.

Functions and meetings:

• Making the necessary arrangements (which may include drafting an agenda, sourcing and compiling background documents, venue reservations, refreshments, etc.) on occasion should the Dean host a forum, planning session, or meeting (e.g., the Dean’s Forum, South African Commerce Deans Association (SACDA) meetings, etc.);
• Handling bookings of – and related requirements for – the committee room on the 7th floor. Making the necessary arrangements as and when required by users regarding refreshments, cleaning, and preparing for meetings (in coordination with the assistant in the Dean’s Office);
• Ensuring that there is enough supplies in the kitchen and ordering more if necessary (e.g., milk, tea, coffee, etc.).

Committees:

• Faculty Committee: Acting as secretary of the Faculty Committee by, for example, scheduling meetings, booking venues, arranging refreshments, requesting agenda items, compiling agenda and addenda in consultation with the Dean, uploading documents on SharePoint for the committee, taking minutes, and carrying out tasks generated by the Faculty Committee (e.g., submitting private work applications, changing dates, etc.).

Finances:

• Uploading requisitions of financial transactions, for example, for functions or other task-related transactions;
• Handling smaller acquisition requisitions, for example, for refreshments, specific office and kitchen supplies, etc.

Job Requirements

• Bachelor’s degree or equivalent;
• At least five years’ secretarial and/or administrative experience; 
• An excellent verbal and written command of both English and Afrikaans;
• The ability to liaise appropriately with individuals at management and other levels, both within and outside the University;
• Proven knowledge and extensive experience of the use of administrative and financial computer systems;
• Proven ability to work independently, accurately and with initiative in the performance of tasks;
• Proven computer proficiency in the use of the Microsoft suite (Word, Excel, PowerPoint, and Outlook);
• High-level organisational ability with a demonstrated ability to prioritise; 
• The ability to function under pressure without compromising accuracy; 
• Outstanding interpersonal skills.

Recommendation

• Proficiency in another official South African language;
• Experience in a higher education environment;
• Experience of providing administrative support to a senior manager. 

Administrative Officer

The administrative officer is responsible for the administration of all lease documentation within the Letting Office, including the relevant source and legal documentation, the filing of the documentation and ensuring compliance. The person will also attend to all visitor and tenant queries, monitor the expiration of lease agreements, and notify of renewals and expirations.  The incumbent will also be responsible for all rental and fees billing as well as collections actions. The incumbent will assist the Letting Office Manager with his/her administration function as well as manage the letting office switchboard.

Duties

• Lease administration;
• Billing and payments: letting, advertising spaces, promotions and activations and keeping accurate records of the amounts owed by tenants and clients;
• Deposits: ensuring that payment of deposits is received and reconciled before a rental agreement is finalised;
• Rental property compliance: ensuring that all rental properties have the necessary certification;
• Office management: letting, advertising spaces, promotions and activations;
• Parking: activating tenants on the SUNid system in order to give them access to parking;
• Maintenance administration: referring complaints to relevant persons within a reasonable time and ensuring that complaints are resolved;
• Self-management and development.

Job Requirements

• A national diploma (NQF Level 6) qualifying as a legal secretary or paralegal practitioner;
• At least three years’ experience as a legal assistant dealing with commercial property leasing and contracts;
• At least two years’ experience in office administration;
• Knowledge of legal requirements for leasing;
• A working knowledge of legal compliance;
• Proven experience in a legal environment;
• Proven knowledge and experience in administration;
• Computer skills (MS Office);
• Excellent language and communication skills;
• A valid Code 8 driver’s licence.

Occupational Health Nurse Practitioner

Campus Health Service (CHS) is responsible for the delivery and management of comprehensive institutional health programmes for personnel and students of Stellenbosch University (SU).

Duties

Providing occupational health services to all campuses of Stellenbosch University

• Managing the occupational health programme, together with the occupational medicine practitioner (OMP);
• Developing, implementing, and evaluating an environment-specific health surveillance programme in accordance with the available health risk assessments and occupational hygiene surveys (including Pre-employment, Baseline, Annual, Transfers and Exit Medical Screening);
• Managing the performance and recording of Health Risk Assessments (HRA) and facility inspections, and reporting the findings to the Senior Director: CHS and on other relevant platforms;
• Implementing and maintaining a hearing conservation programme;
• Managing the injury on duty process (IOD);
• Managing the administrative and operational activities of the occupational health programme to ensure a quality, legally compliant, efficient and effective service delivery;
• Aiding the institution with absenteeism, incapacity management and sick leave follow-up;
• Monitoring and analysing health trends and the reporting thereof;
• Liaising closely with the office for staff health and wellbeing to align programmes and findings.

Primary healthcare

• Providing comprehensive healthcare (preventative and curative) to staff and students on all the campuses of Stellenbosch University as part of a multi-professional team;
• Providing emergency care to patients, including out-of-office medical responses on campus during work hours;
• Dispensing of medications (as defined by your scope of practice) and administering adult immunisations to patients.

Additional clinical activities

• Providing nursing support services at sport and other events (such as graduation ceremonies, etc.) on US campuses (which includes availability after-hours and on public holidays on rotation according to a roster basis).

Administration

• Attending and record keeping of Health and Safety meetings, monthly management meetings, meetings with stakeholders, or any other relevant meetings;
• Administrative functions, including data capturing on the health management system;
• Performing operational management and administrative responsibilities as determined by the multi-professional team within Campus Health as a unit;
• Participating in appropriate institutional activities which impact on service delivery (e.g., institutional presentations, seminars, workshops, etc.);
• Developing innovative and occupational-specific processes and programmes to continuously improve service delivery at CHS;
• Institutional and divisional reporting as required.

Job Requirements

• A degree or diploma in occupational health nursing;
• Postgraduate qualification in primary health care (PHC);
• Registered with the South African Nursing Council (SANC) as an occupational health nurse practitioner;
• Proof of South African Society of Occupational Health Nursing (SASOHN) membership;
• Audiometry and spirometry certificate;
• Registered with SASOHN as an audiometrist;
• At least seven to ten years’ experience as an occupational health nurse practitioner;
• Certificate in dispensing medicine;
• A valid South African driver’s licence;
• Appropriate experience in the use of information technology;
• Demonstrable planning and organisational skills;
• Problem-solving skills within a clinical and team functioning level;
• Meticulous with proven attention to detail;
• Excellent communication skills, on a clinical, team and institution functioning level;
• Proven ability to work within a multi-professional team environment;
• The ability to work under pressure;
• The ability to work independently;
• A strong inclination towards client service.

Recommendation

• Basic Life Support (BLS) or equivalent training in emergency care;
• A postgraduate qualification in emergency medicine;
• A postgraduate qualification in psychiatry;
• Experience in the delivery of primary nursing care to a tertiary student population;
• Training and experience in sexual health programmes;
• Knowledge and experience in financial management processes;
• Formal training in HIV/ Aids programmes;
• Training in the performance of spirometry, ECG, breast examinations and cervical smears;
• Any other appropriate postgraduate training;
• Management and leadership skills;
• Mathematical acumen.

System Administrator

The Information and Communication Technology (ICT) Division at Bellville Park Campus is a professional work environment that provides support to postgraduate working professional students, as well as to Faculty members and support staff of the various business entities on campus, namely the School for Public Leadership, the Stellenbosch Business School, and Stellenbosch Business School Executive Development.

Workstation management:

• Configuration and administration of the antivirus management console;
• Creating and maintaining a staging environment where antivirus configuration and policies be tested before deployment to production;
• Ensuring that the antivirus agents are up to date and fully functional, and reporting and investigating faulty agents;
• Creating a sandbox environment were viruses, phishing emails and malware can be tested;
• Creating a deployment plan for the phasing out of old operating systems to improve overall security posture;
• Understanding and addressing the needs of end-users (specifically staff) in terms of procurement of devices, specifications, etc.

Technical support:

• Ensuring that all service requests or incidents are recorded, assigned, addressed, and escalated when needed;
• Assisting with advice and a plan of action for service requests or incidents;
• Test configuration of all new standard software versions as well as creating and updating configuration guides for these versions;
• Collaborating with Stellenbosch University’s IT Division on the creation of technical documentation, such as standard operating procedures, user guides and document management.

Asset management: 

• Responsible for asset management of IT assets, including auditing and management of replacement cycles.

Network infrastructure and communication support:

• Undertaking projects related to the upkeep and expansion of the network infrastructure;
• Ensuring the effective implementation, testing, and maintenance of network technology and communication facilities;
• Monitoring network availability for both internal and external traffic;
• Responsible for addressing, managing, and communicating any network outages;
• Responsible for the upkeep and maintenance of LAN rooms, Server Room, and UPS’s;
• Providing support for the PABX and the users.

License and certificate management:

• Managing allocation and renewal reminders of additional Microsoft licences;
• Responsible for management and timeously implementation of SSL certificates.

Cross-functional collaboration:

• Understanding the processes of the Service Desk and the systems administrators’ teams;
• Working collaboratively with systems administrators to improve services across the team;
• Contributing to the continual service improvement of the end-user services division.

Reporting and administration    

• Monthly reporting on operating system versions per device, as well as trends and analysis resulting from SCCM, MDT and security software.

Job Requirements

• A relevant NQF 6 qualification such as a National Diploma or Advanced Certificate with five years’ relevant experience, OR an NQF 6 qualification with an MCSA or equivalent two-year IT qualification with three years’ relevant experience;
• Competency in Microsoft Office 365 administration;
• Competency in Microsoft Windows Server;
• Competency in IT hardware;
• Competency in software/image deployment;
• Competency in Active Directory;
• The ability to communicate clearly and professionally in English with all end-users;
• The ability to ensure that all written communication in English, such as emails and responses on ICT tickets, are grammatically correct and without spelling errors or typos;
• Excellent interpersonal and customer service skills to effectively communicate with end-users;
• A team player that focuses on the success of the team, and not on individual gain;
• A drive to learn more and grow professionally;
• The ability to function independently as well as in a team;
• The ability to function under pressure without compromising accuracy;
• High-level organisational abilities and strong attention to detail;
• The ability to triage requests based on urgency and effort to ensure that requests are completed according to impact;
• The ability to apply critical thinking to identify, diagnose, and to efficiently resolve technical problems

Recommendation

• A bachelor’s degree, B-Tech, or advanced diploma;
• A+ and N+ certification;
• Experience with Linux administration;
• Competency in MacOS;
• Experience with virtualisation technology;
• Knowledge of the Moodle eLearning system;
• ITIL Foundation (v3) certificate;
• Fluent in additional official South African languages, other than English.

Coordinator: Communication and Marketing

The Equality Unit promotes collective action towards social justice and discourse regarding social asymmetries at Stellenbosch University (SU). The Unit coordinates, educates and raises awareness around equality, gender, HIV/Aids, and anti-discrimination. The Unit is further responsible for the coordination and implementation of Stellenbosch University’s policies on Unfair Discrimination, Sexual Harassment and HIV/Aids. It also serves as a central service for students and staff managing reports of unfair discrimination and various forms of harassment.

Duties

• Strenghtening SU’s leadership and institutional communications/marketing on equality, gender, sexualities and HIV within a framework of social justice, health and wellness;
• Coordinating and developing traditional and digital communications/marketing for the EqU and the Centre for Student Counselling and Development (CSCD).

Job Requirements

• A postgraduate qualification in communication or a marketing related field, or equivalent proven experience in those fields;
• At least four years’ relevant work experience;
• Knowledge of strategic communication campaigns in a contemporary, digital and networked society;
• Proven understanding and experience in integrated marketing and communication operations;
• Knowledge and experience with social media and web-based platforms as a marketing and communication mechanism;
• Experience in writing media releases and articles;
• Knowledge of social justice issues;
• Fluent in two official South African languages (including English);
• Knowledge and experience in facilitation/training;
• Excellent interpersonal, time management,  written and verbal communication skills;
• Advanced computer skills in MS Word, Excel, PowerPoint, Outlook and social media;
• The ability to build and sustain relationships and networks with students and staff at all levels;
• The ability to take initiative and to function effectively under pressure.

Recommendation

• Knowledge of communication protocols within the higher education environment;
• A third South African language.

Graphic Designer

The Corporate Communication and Marketing Division (CCMD) directly contributes to optimising the competitive positioning of Stellenbosch University (SU), ultimately facilitating systemic sustainability in line with its institutional strategy, Vision 2040.  The Division offers direction-setting services within the professional fields of marketing and communication, integrated into best practice programmes, initiatives, campaigns and specialised projects that lead in showcasing the greatness of our institution; serve to enhance our excellent reputation; attract talented students, staff and resources; foster meaningful relationships; and  advance purposeful partnerships with our wide network of stakeholders.

The graphic designer is responsible for contributing to the conceptualisation and execution of design solutions aligned with the University’s brand for various platforms and channels, encompassing both print and digital media. This incumbent should have a solid understanding of design principles, a keen eye for detail, and the ability to bring concepts to life. The graphic designer enhances Stellenbosch University’s brand positioning by establishing and maintaining a cohesive brand image through innovative and aesthetically pleasing designs. This aids in operationalising our University’s short-, medium-, and long-term strategic objectives in alignment with Vision 2040.

Duties

• Conceptualising and creating designs aligned with the University’s brand for various platforms and channels, encompassing both print and digital media;
• Maintaining a cohesive brand image by ensuring consistency in design elements across various media platforms, thereby enhancing the University’s brand positioning;
• Executing all stages of visual design, from concept to final approval, ensuring alignment with the overall marketing and communication plan, project objectives, and meeting stakeholder requirements and quality standards;
• Preparing artwork for print/digital according to specifications and managing service providers to ensure that deadlines and specified quality standards are met;
• Assisting with concept development of brand communication and marketing campaigns that are aligned with the brand positioning strategy and annual plans;
• Presenting and providing creative rationales for designs and key milestone deliverables;
• Effectively collaborating with cross-functional teams and relevant internal and external stakeholders to understand design needs and target audiences;
• Proactively seeking and integrating constructive feedback into design iterations, aiming to consistently enhance the quality of deliverables;
• Conducting market research to identify preferences, trends, and competitors’ activities to inform brand-led designs and campaigns;
• Assisting with preparing reports and providing insights to optimise brand communication and improve results;
• Organising and managing an accessible file management system to facilitate seamless collaboration and future reference.

Job Requirements

• Bachelor’s degree or equivalent from a reputable design and advertising school or tertiary institution;
• Three years’ experience in a graphic design role, involving the creation and delivery of diverse cross-platform digital and print materials while adhering to brand guidelines;
• A strong track record of producing designs for multiple platforms and in various formats;
• Extensive knowledge of the full Adobe CC Suite (InDesign, Illustrator, Photoshop);
• Proficiency in the MS Office suite and digital or content management platforms, such as, among others, WordPress (Everlytic will be advantageous);
• Creativity, adaptability, and the ability to work collaboratively within a team;
• A strong design portfolio showcasing a diverse range of design projects, demonstrating creativity and versatility.

Recommendation

• A firm grasp of cultural sensitivity, cultural management, global trends, etc.;
• An understanding of marketing and communication within higher education;
• Experience in Adobe After Effects and Premier Pro.

Click here to apply

All the best with your applications.