CORE PURPOSE OF JOB

To offer comprehensive secretarial services, that include office administration and management; logistical support for marketing, promotions, events and exhibitions; and for the Head of Department and staff of the Department of Visual Arts.

KEY PERFORMANCE AREAS

• Assist in organizing and arranging, and participate in, events that pertain to learning and teaching, operations and marketing: fashion shows, exhibitions, career expos, seminars and such like.
• Manage filing, mail and distribution, student records, marks records, examination and general communications, and administration of documents, forms and templates.
• Type, template and archive all documentation, including letters, reports, agendas, minutes, communication and examination papers for the department.
• Handle all telephonic communications from internal and external customers; take messages; redirect calls; establish context and screen for the HoD.
• Manage the diary of the HoD electronically and manually and facilitate, where physically possible, efficient and effective use of time for the HoD in the performance of her/his duties.
• Be responsible for all travel, accommodation and venue arrangements and ensure that cheque requests have been arranged timeously on the financial ITS system.
• Be responsible for scheduling and arranging meetings, informing staff and stakeholders, taking minutes, distributing minutes and following-up on actionable items.
• Handle all incoming and outgoing mail and the distribution thereof.
• Perform all (Integrated Tertiary Software) ITS-related administrative matters relating to marks and students, quotes, requisitions, job requests and budget.
• Assist with Fist year enquiries and enrollments
• Assist with administrative duties pertaining to the Interdiciplinary & Visual Studies streams.

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
• 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.

REQUIREMENTS

In order to be considered for appointment to this post, candidates should possess a grade 12 certificate. A NDiploma / Degree in PR/Communication/related qualification will be an advantage. Three to five years work-related experience in a public relations/communication/related field will also be an advantage.