Administrative Officer Western Cape

Duties/Pligte        

Providing comprehensive administrative and secretarial support to the Directors and staff of the Centre for Bioinformatics and Computational Biology (CBCB) and the Stellenbosch University Water Institute (SUWI). Coordinating the day-to-day administrative operations of both units, including diary management, scheduling appointments, and handling correspondence. Providing administrative support to staff, postgraduate students, and visitors, including responding to and directing enquiries. Organising and coordinating meetings, workshops, short courses, seminars, and departmental events, including venue bookings, catering, agenda preparation, minute-taking, and logistical arrangements. Coordinating travel and accommodation arrangements for staff and visitors. Maintaining efficient administrative systems, including electronic and manual filing, record keeping, and document management. Supporting financial administration by processing requisitions, purchase orders, invoices, payments and reimbursements, assisting with budget monitoring, financial reporting, cost centre administration, and payroll-related tasks. Coordinating procurement of equipment, research consumables, and office supplies, and maintaining inventory and asset registers. Supporting research administration by capturing research outputs, maintaining publication records, and assisting with the administration of postgraduate programmes. Assisting with the preparation of reports, including annual reports, and compiling relevant administrative and operational information. Supporting the maintenance and updating of the CBCB and SUWI websites and other communication platforms. Liaising effectively with internal and external stakeholders, including academic, government, industry, and funding partners. Providing general administrative support to ensure the efficient operation of both research units, and perform other related duties as required.

Job Requirements/Pos Vereistes        

A relevant bachelor's degree or equivalent post-matric qualification. At least three years' relevant experience in an administrative and secretarial support role, preferably within a higher education or research environment. Proven computer proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook), web-based applications, and other relevant administrative software. Excellent verbal and written communication skills in English; proficiency in Afrikaans will be advantageous. Demonstrated ability to build and maintain effective working relationships with colleagues and stakeholders at all levels, both within and outside the University. Excellent organisational, coordination and time management skills, with the ability to prioritise competing tasks and meet deadlines. Strong administrative, multitasking and problem-solving skills, with the ability to identify opportunities to improve administrative processes. Proven ability to work accurately, independently and as part of a team, while using initiative and maintaining attention to detail. The ability to perform effectively under pressure without compromising quality or accuracy. A professional, service-oriented approach, with excellent interpersonal skills and the ability to deal with confidential information and sensitive matters with discretion.

Recommendation/Aanbeveling        

Relevant administrative or secretarial experience within a higher education institution, preferably in a Faculty, Department, Centre, or research institute. Experience of working with the University's financial and information systems. Experience in research administration, including postgraduate programme administration, research outputs, publications, and grant-related administration. Experience with financial administration, including procurement, budgeting, cost centre administration, and financial reporting with a University. Experience with coordinating academic events, workshops, conferences, seminars or short courses.

Closing Date   14-Aug-2026