CORE PURPOSE OF JOB

The Department of Visual Art, within the School of Visual and Performing Arts, Faculty of Humanities at Nelson Mandela University, seeks to appoint a self-motivated, highly organised, and efficient Secretary to provide administrative support to the department and its management team. The successful candidate will be responsible for managing day-to-day office operations and delivering comprehensive administrative and secretarial services. These duties further include providing logistical support for marketing, promotions, events, and exhibitions, as well as administrative support to the Director of the School/Head of Department and staff of the Department of Visual Art.

KEY PERFORMANCE AREAS

• Assist in organising, coordinating, and participating in events related to learning and teaching, operations, and marketing, including fashion shows, exhibitions, career expos, seminars, and similar activities.
• Manage filing systems, mail distribution, student records, marks records, examination administration, general communications, and the administration of documents, forms, and templates for undergraduate and postgraduate studies.
• Type, format, template, and archive all departmental documentation, including letters, reports, agendas, minutes, correspondence, and examination papers.
• Handle all telephonic communication with internal and external stakeholders, including taking messages, redirecting calls, establishing context, and screening calls for the Director of School (DoS) and/or Head of Department (HoD).
• Manage the DoS/HoD diary, both electronically and manually, and facilitate the efficient and effective use of their time in the performance of their duties.
• Coordinate all travel, accommodation, and venue arrangements, and ensure that cheque requests are processed timeously via the Integrated Tertiary Software (ITS) financial system.
• Schedule and arrange meetings; notify staff and stakeholders; record and distribute minutes; and follow up on action items.
• Manage all incoming and outgoing mail and oversee its distribution.
• Perform all ITS-related administrative functions, including those related to student records and marks, quotations, requisitions, job requests, and budget administration.
• Assist with first-year enquiries and student enrolments.
• Support senior management within the School with administrative duties related to operational budgets and financial portfolios.
• Assist with administrative responsibilities related to the Interdisciplinary and Visual Studies streams.
• Process and facilitate requisitions for materials and goods related to learning and teaching projects in Visual Art, including follow-up procedures in accordance with institutional protocols.

CORE COMPETENCIES

• An in-depth knowledge and experience of best practice office management and general administrative processes
• Sound knowledge of NMU policies and procedures or evidence of similar exposure at tertiary level elsewhere
• Excellent interpersonal skills
• Demonstrate accuracy in financial administration skills
• Public relations and marketing experience
• Strong verbal and written communication skills.
• Proven ability to lead, employ initiative and manage a secretarial/ PR portfolio
• Proficiency in MS Office Suite (including OneDrive) and cloud-based services like Google Apps.
• Integrated Tertiary Software (ITS) and Mac literacy is desirable.
• Ability to manage time and deliver high-quality work under pressure in a large and busy department with a large public engament profile

REQUIREMENTS

Minimum Requirements

• Grade 12 qualification.
• A minimum of two to five years' relevant work experience within a university or tertiary education environment.
• At least two to five years' experience in an academic or administrative setting.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and OneDrive.
• Strong verbal and written communication skills.
• In-depth knowledge of office management and general administrative processes.

Added Advantages

• A relevant national diploma or degree.
• Sound knowledge of NMU policies and procedures, or experience within a comparable tertiary institution.
• Experience in public relations and marketing, preferably within a creative or academic environment.
• Working knowledge of Integrated Tertiary Software (ITS), I-Enabler, and macOS

• Shortlisted candidates may be requested to undergo some form of competency assessment.

• Candidates will be required to furnish three references.