Administrative Officer

Department Description/Departement BeskrywingFaculty of Medicine and Health SciencesStellenbosch University Biomedical Research InstituteAdministrative Officer (Post Level 11)(Tygerberg Campus)Ref. TGB14/324/1225The Administrative Officer provides high-level administrative, financial, operational and strategic support to the Director of the Biomedical Research Institute (BMRI) at Stellenbosch University (SU). The role ensures the smooth functioning of the Director's office by managing schedules, coordinating communications, supporting meetings and events and facilitating interactions with internal and external stakeholders. The assistant plays a key enabling role in advancing the Director's strategic advocacy, external relations and organisational objectives.Duties/PligteOffice and Diary Management Managing the Director's calendar, scheduling meetings and coordinating appointments with internal and external stakeholders. Administering emails and correspondence for the Director, prioritising and ensuring timely follow-up. Maintaining the Director's office files and documentation. Overseeing coordination with the academic/Faculty calendar and relevant events. Meeting and Event Support Preparing agendas, briefing documents and presentations for meetings and events involving the Director. Taking minutes and distributing them to relevant parties, and following up on action items. Coordinating logistics for Board or team meetings and strategic meetings. Assisting with planning and coordinating workshops, seminars, conferences and other events that advance the BMRI's mission. Travel and Logistics Arranging travel, accommodation and itineraries for the Director, and visiting collaborators or stakeholders as needed. Assisting with logistics for Director-led events, visits and external engagements. Financial Administration Providing administrative support for budgets, grants and project finances under the Director's oversight. Assisting with procurement requests, purchase orders and tracking of expenditure related to the Director's office operations. Supporting preparation of reports and documentation for funding applications and resource development initiatives. Human Resources Administration Providing administrative support for HR-related processes, documentation, and reporting as needed. Academic and Strategic Support Assisting with preparing annual reports, strategic documentation and submissions to the Advisory Board or Faculty Board. Supporting interactions with Faculty committees, research programmes and postgraduate initiatives where the Director is involved. Maintaining records of collaborations, partnerships and external stakeholders. Operational and Miscellaneous Support Liaising with facilities for office equipment and general operations. Organising catering, meetings and ad hoc requirements as needed. Job Requirements/Pos Vereistes National Senior Certificate or NQF Level 4 equivalent certificate. At least four years' experience in general office administration. Knowledge of advanced administrative, operational or customer service skills acquired through education, experience or on the job training. Proficiency in office software and administrative systems. Proven experience in supporting senior executives or academic leadership (preferred). Strong organisational, time management and multitasking skills. Excellent written and verbal communication skills. High level of discretion and ability to handle confidential information. Proficiency in the Microsoft Office suite (Teams, Word, Excel, PowerPoint, Outlook) and office management tools. Key Competencies Strong interpersonal skills and the ability to liaise effectively with diverse stakeholders. Detail-oriented, proactive and able to anticipate the Director's needs. The ability to work independently, manage competing priorities and adapt to a fast-paced environment. Professionalism, discretion and commitment to supporting BMRI's strategic objectives within the Faculty of Medicine and Health Sciences. Willingness and the ability to work flexibly, in alignment with the Director's flexible work arrangements and international commitments. Recommendation/Aanbeveling None. How To Apply/Hoe Om Aansoek Te Doen#PSSThe University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan.Stellenbosch University reserves the right not to make an appointment.Your application, comprising a comprehensive curriculum vitae (including the names and email addresses of at least three references) , must reach the University before or on the closing date in the advertisement.Apply online at by clicking "Apply now" at the top to the right of the page for the specific vacancy.The University reserves the right to investigate qualifications and conduct background checks on all candidates.If you have received no feedback from the University after four to six weeks of the closing date, kindly accept that your application was unsuccessful.Enquiries/NavraeEnquiries about this post: Jean Nachega on 021 938 9119, or atEnquiries about remuneration/benefits and technical assistance with the electronic application process: Human Resources Client Services Centre, on 021 808 2753 (Stellenbosch), or 021 938 9636 (Tygerberg), or atCurrency ZARCommencement Date 01-Apr-2026Closing Date 13-Mar-2026Amount of TravelWork At Home