Assistant Officer (Post Level 13)
- Job ID: 6494
- Institution: University of the Free State
- Division: Deputy Vice-Chancellor: Research, Innovation and Postgraduate Studies
- Department: Centre for Graduate Support (CGS)
- Campus: QwaQwa Campus
- Contract Type: 1-Year Contract Appointment
- Occupational Level: Semi-Skilled
Purpose of the Position
The Assistant Officer provides administrative, operational, and student support services to the Centre for Graduate Support (CGS). The position focuses on coordinating postgraduate workshops and events, managing data and reports, assisting with postgraduate student enquiries, and supporting postgraduate recruitment and admissions activities.
Key Responsibilities
Workshop and Event Administration
- Assist with the planning and preparation of all CGS workshops.
- Compile and maintain RSVP records.
- Prepare attendance registers and evaluation forms.
- Provide logistical and administrative support during workshops.
- Assist with major postgraduate events such as:
- Three Minute Thesis (3MT) Competition
- Marketing and recruitment events
- Graduate support activities
Communication and Marketing Support
- Distribute advertisements and promotional material for CGS programmes and workshops.
- Support communication efforts aimed at postgraduate students and prospective applicants.
- Assist in promoting postgraduate opportunities and services.
Online Learning Support
- Assist with preparations for presenting workshops through the D2L (Desire2Learn) online learning platform.
- Support virtual workshop administration and participant engagement.
Data Management and Reporting
- Collect, capture, compile, and maintain postgraduate support data.
- Analyse workshop participation and evaluation information.
- Assist with the preparation of departmental and management reports.
- Monitor and report on postgraduate student enquiries and activities.
Student and Client Support
- Respond to postgraduate student enquiries.
- Record and forward enquiries to the relevant officials.
- Assist prospective postgraduate students with:
- Admission enquiries
- Application procedures
- Submission of supporting documents
- Provide information on postgraduate opportunities and support services.
Minimum Requirements
- Grade 12 or National Vocational Certificate (NQF Level 4).
- At least one year of relevant work experience in a higher education environment.
Recommended Qualifications and Experience
- Bachelor’s Degree, Advanced Diploma, BTech Degree, or Postgraduate Certificate (NQF Level 7) in Administration or a related field.
- Two years of experience within a higher education environment.
- Knowledge of UFS postgraduate admissions and administrative processes.
Required Skills and Competencies
Administrative Skills
- Event and workshop coordination.
- Record keeping and database management.
- Data capturing and reporting.
- Office administration and document management.
Technical Skills
- Proficiency in Microsoft Office:
- Word
- Excel
- PowerPoint
- Outlook
- Ability to work with online learning systems such as D2L.
- Data analysis and report preparation skills.
Communication Skills
- Professional verbal and written communication.
- Customer service and stakeholder engagement.
- Ability to interact effectively with students, staff, and external stakeholders.
Personal Competencies
- Strong organisational and planning skills.
- Reliability and accountability.
- Ability to work independently and under supervision.
- Attention to detail and accuracy.
- Teamwork and collaboration.
- Confidence in dealing with diverse groups of people.
- Ability to analyse information and solve problems.
Salary and Benefits
Annual Salary Package: R240,866.45 – R403,692.54 (depending on qualifications and experience)
Benefits may include:
- Pension scheme
- Medical aid
- Group life insurance
- Housing allowance
- Service bonus
- Annual leave and sick leave
- Study benefits