About the University of Johannesburg (UJ)

The University of Johannesburg (UJ) is a dynamic and diverse institution, guided by its ambitious UJ Strategy 2035. This strategy focuses on Societal Impact and Sustainability, a Global Footprint and Partnerships, and leveraging Technology for the Future. UJ’s mission is to “transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge,” with a vision to build “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future.”

Position Overview

We are seeking a dedicated and experienced Secretary (P11) to support the Senior Director of Facilities Management at our Auckland Park Bunting Road (APB) Campus.

• Industry: Education & Training
• Job Category: Education and Training
• Campus: Auckland Park Bunting Road Campus
• Contract: Permanent
• Remuneration: Market Related
• EE Position: Yes (Employment Equity)
• Level: Skilled
• Advert Reference: uj_002015

Key Responsibilities

As the Secretary to the Senior Director, your main duties will include:

• Managing the Senior Director’s office and serving as the primary point of contact for stakeholders and staff.
• Arranging local and international travel and accommodation for the Senior Director.
• Receiving and directing calls to the appropriate departments or staff members.
• Compiling agendas, maintaining registers, and taking accurate minutes at meetings.
• Coordinating and arranging workshops, functions, and conferences as requested by the Senior Director.
• Maintaining professional and confidential relationships with other secretaries and managers.
• Assisting with budget tracking for all units within the department.
• Ensuring documentation is kept safely and securely to maintain confidentiality.
• Managing the Senior Director’s diary and ensuring all commitments are met.
• Handling all procurement for the Senior Campus Director’s office (e.g., staff teas, stationery, computers, office equipment).
• Performing various ad-hoc duties to support the effective functioning of the Campuses and Facilities Management Department.

Minimum Requirements

Qualifications & Experience:

• National Diploma (NQF 6 or equivalent) in Administration, Secretarial, or a related field.
• Three (3) to five (5) years of essential secretarial experience.
• Three (3) to five (5) years of administrative experience, including proficiency in iProcurement (iProc) systems and hosting events.
• Computer literacy in Microsoft 365 Office and Oracle or similar systems.
• Proven experience in extensive diary management and scheduling.

Competencies & Behavioural Attributes:

• Excellent attention to detail.
• Ability to perform well under pressure and work independently.
• Strong communication skills (written and verbal).
• Excellent interpersonal skills and customer service orientation.
• Knowledge of Procurement procedures.
• Proficiency in office and administration management.
• Knowledge of finance, including budgeting.
• Strong planning and organisational skills.
• Good report writing skills.
• Deadline-driven approach.

Recommendations:

• Knowledge of UJ rules and regulations.
• Previous experience in the Higher Education and Training sector.

Application Process

To apply, please submit a detailed Curriculum Vitae along with the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees. Also, attach a copy of your highest academic qualification and proof of registration with any relevant professional bodies.

Candidates may be subjected to appropriate psychometric testing and other selection instruments.

The University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and individuals from historically disadvantaged groups, in conjunction with merit based on qualifications, experience, and proven achievements. The University reserves the right not to make an appointment to advertised positions if operational requirements necessitate.

If you have not received a response from the University within 8 weeks of the closing date, please consider your application unsuccessful.

Enquiries

• Job Content Enquiries: Dr Joe Manyaka at Tel: (011) 559 1331
• Remuneration & Benefits Enquiries: Mrs Nozuko Mazibuko (HCM Business Partner) at Tel: (011) 559 4690