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Administrative Officer

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Job Description

The Administrative Officer provides high-level administrative, financial, operational and strategic support to the Director of the Biomedical Research Institute (BMRI) at Stellenbosch University (SU). The role ensures the smooth functioning of the Director's office by managing schedules, coordinating communications, supporting meetings and events and facilitating interactions with internal and external stakeholders. The assistant plays a key enabling role in advancing the Director's strategic advocacy, external relations and organisational objectives.

Job Industry

Educational Services

Job Salary Currency

SAR

Job Salary Fixed

No

Key Deliverables

Office and Diary Management

  • Managing the Director's calendar, scheduling meetings and coordinating appointments with internal and external stakeholders.
  • Administering emails and correspondence for the Director, prioritising and ensuring timely follow-up.
  • Maintaining the Director's office files and documentation.
  • Overseeing coordination with the academic/Faculty calendar and relevant events.

Meeting and Event Support

  • Preparing agendas, briefing documents and presentations for meetings and events involving the Director.
  • Taking minutes and distributing them to relevant parties, and following up on action items.
  • Coordinating logistics for Board or team meetings and strategic meetings.
  • Assisting with planning and coordinating workshops, seminars, conferences and other events that advance the BMRI's mission.

Travel and Logistics

  • Arranging travel, accommodation and itineraries for the Director, and visiting collaborators or stakeholders as needed.
  • Assisting with logistics for Director-led events, visits and external engagements.

Financial Administration

  • Providing administrative support for budgets, grants and project finances under the Director's oversight.
  • Assisting with procurement requests, purchase orders and tracking of expenditure related to the Director's office operations.
  • Supporting preparation of reports and documentation for funding applications and resource development initiatives.

Human Resources Administration

  • Providing administrative support for HR-related processes, documentation, and reporting as needed.

Academic and Strategic Support

  • Assisting with preparing annual reports, strategic documentation and submissions to the Advisory Board or Faculty Board.
  • Supporting interactions with Faculty committees, research programmes and postgraduate initiatives where the Director is involved.
  • Maintaining records of collaborations, partnerships and external stakeholders.

Operational and Miscellaneous Support

  • Liaising with facilities for office equipment and general operations.
  • Organising catering, meetings and ad hoc requirements as needed.
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Professional Qualifications

Industry Qualification
Administrative and Support Services A post-matric secretarial or administrative qualification (or equivalent). At least some secretarial and/or administrative experience. Knowledge and experience of financial, administration, and information systems. The ability to liaise appropriately, respectfully, and effectively with individuals at all levels, both within and outside the University. Proven computer proficiency in the use of the Microsoft Office package (Word, Excel, PowerPoint, Outlook, and Teams). Excellent verbal and written communication skills in English and Afrikaans. The ability to work under pressure without compromising accuracy. The ability to work independently as well as in a team. Excellent organisational skills, and the ability to adhere to deadlines. ------------------------------------------------------------------------------------------- Recommendation/Aanbeveling Prior experience of administration work at a higher education institution. Prior experience of managing a library. Multilingualism.

Application Process

Close Date

24/03/2026

Apply Now!