MALUTI ADVENTIST COLLEGE
POST: Academic Secretary
Applications are invited from suitably qualified candidates for a position of Academic Secretary at Maluti Adventist College. The incumbent will be responsible for providing support in the various secretarial functions which include, but not limited to, providing administrative and secretarial support to the Academic department, meeting the needs of the college and Seventh-day Adventist (SDA) service standards.
KEY RESPONSIBILITIES WILL INCLUDE:
- Upholding the Maluti Adventist College Vision and Mission.
- Providing secretarial, administrative and PA support for the Deputy Rector Academic Administration.
- Organizing Academic committee and sub-committees agendas, and circulating it to faculty and staff prior to meetings,
- Proactively anticipating the informational needs, collecting information for reports, updating students’ files and other background documents for review in advance with meetings.
- Making monthly stock taking of stationery
- Coordinating arrangement with facilities, catering, marketing and other event related personnel.
- Maintaining good and timely communication of event details and schedules to all parties
- Maintaining confidentiality of all transactions and communications.
- Preparing DRA purchasing requisitions.
- Performing general office duties as needed.
- Exercising considerable judgment and discretion in scheduling appointments.
- Managing and maintaining academic departmental calendar, including scheduling appointments with faculty executive management and keeping the DRA informed in timely manner of cancellation of meetings
- Composing routine communication to departmental personnel and students.
- Keeping clear records of Academic Stationery issuance and stock
- Issuing out stationery to heads of programs and departments.
- Assisting with the Academic administration projects activities.
- Providing administrative support for other academic staff such as in organizing trips and bookings, organizing the examination venues, examination stationery and scheduling of invigilators.
- Take delivery of high volumes of written examination papers to exam rooms, including associated paperwork.
- Making frequent minor administrative decisions based on knowledge of the organization, its policies and personnel.
- Attend Academic Committee and Subcommittee meetings, recording the minutes of the proceedings and circulating and filing minutes appropriately
- Assist with entry processes in the exam room, access arrangements, seating of students and issuing time tables.
PERSONAL QUALITIES TO INCLUDE
Must be a mature individual who is conversant with the Seventh Day Adventist philosophy and values. Must demonstrate excellent communication skills; ability to handle a variety of duties and prioritizing appropriately; ability to handle pressure of deadlines; honest and of high integrity; time management skills; diplomatic interpersonal skills; ability to build good professional relationships with stakeholders; energetic and enthusiastic; a good listener, open to new ideas and a team player.
QUALIFICATIONS / REQUIREMENTS
- Diploma in secretarial studies (or equivalent)
- At least 3-5 years relevant experience working as a secretary or similar environment
- High level of proficiency in relevant computer applications including Microsoft Word, Excel and PowerPoint.
SALARY
Salary will be commensurate with experience and qualifications.
APPLICATION INSTUCTIONS
Interested candidates may send their applications to The Human Resources Officer at Maluti Adventist College, P.O Box11, Mapoteng 250 or Email to: [email protected] or [email protected]. Please Note: All applications must be accompanied by a comprehensive Curriculum Vitae timely manner cancellation of meetings and reference letters from three (3) Referees. Only shortlisted applicants will be contacted.
The closing date: 27th February 2023. Maluti Adventist College reserves the right to appoint a suitable candidate for the position.
IMPORTANT PLEASE NOTE:
- Clear certified copies of identity documents, educational certificates, professional bodies stated must be attached.
- Incomplete or late applications will not be considered.
- Documents submitted with applications, including curriculum vitae, will not be returned.
- Applicants must meet the minimum requirement/s indicated in the advertisement before lodging an application.
- Only shortlisted candidates will be contacted.
- MAC reserves the right to verify the authenticity of all documents submitted,
- The MAC reserves the right not to appoint” or to re-advertise to widen the pool of applicants
- Verification will be conducted on preferred candidates only. MAC reserves the right to do a complete verification of the information you have provided. By completing and submitting.
- By filling your application, you give MAC authorization to submit your personal details to our external service providers to verify your identity, qualifications, previous criminal convictions and any other data related to minimum requirements.
- MAC reserves the right to contact your referees or duties and prioritizing appropriately; ability to handle the request additional referees.