Office Coordinator: Office DVC: Teaching and Learning

Office Coordinator:
Office of the DVC:
Teaching and Learning - (8946)

Job Title

Office Coordinator:
Office of the DVC:
Teaching and Learning

Faculty

Department

Cape Peninsula University of Technology ->
Office of the Vice Chancellor -> DVC: T & L

Campus/ Location

District Six Campus - Cape Town, WC ZA (Primary)

Job Type

Permanent

Occupational Function

Support / Admin

Number of Positions

1

Annual Salary Package (incl. Medical Aid rate based on principal member only)

To be confirmed

Advert Closing Date

4/10/2026

Job Purpose

Job Purpose

The purpose of the job is to amongst others, to:

• To provide and manage high level administrative support to the Office of the Deputy Vice
  - Chancellor through organizing, planning, and controlling of the coordination of all administrative functions including but not limited to managing of a Deputy Vice-Chancellor’s diary, scheduling of meetings, screening of calls and appointment requests, and scheduling of appointments requests with the Deputy Vice-Chancellor, executive reporting, collation of action plans, development of project plans and related follow-ups, and collation of information/data.
• Planning, organizing and coordinating administrative aspects of the office functions including compiling of documentation for high-level meetings, drafting of communication.
• To study the nature of scheduled functions and meetings to ensure that relevant preparations are made.
• To manage traveling arrangements for the Deputy Vice
  - Chancellor..
• To use own initiative and pro-actively research relevant information and make it available to the Executive and relevant stakeholders

Job Knowledge, Skills and Experience

• A relevant National Diploma in Office Management Technology or a Bachelor's degree in Administration or equivalent
• At least four (4) years' experience in administrative support involving secretarial responsibilities two (2) of which should be supporting at a senior management level
• Demonstrably ability in preparing reports for high-level meetings, and to present own material to influence decision makers to arrive at the certain outcome
• Experience working on multiple projects and with project management software.

Key Performance Areas / Principal Accountabilities

• Supporting the executive office and taking responsibility for the coordination of projects emanating from the Executive Officer.
• Working with the Executive Officer in developing comprehensive work-flow processes for the projects and making sure that role players are identified and their responsibilities are documented and clarified.
• Supporting the Executive Officer in drafting presentations, project proposals, preliminary schedules and budgets, and other needed resources.
• Proactively make sure that the interface between all stakeholders is kept alive through effective communication
  
  Coordinates activities of the project team members to make sure those targets are met within agreed times.
• Maintains effective administration linked to the office through attending meetings, preparing minutes and reporting on outcomes of meetings.
• Planning, organizing and coordinating administrative aspects of the office functions including compiling of documenta for high-level meetings, drafting of communication in pursuant of getting assignments completed.
• Proactively follows up with relevant offices to pursue action plans, decisions and completion of assignments.
• Provides support for compilation of budgets, handling of purchases and monitoring of expenses to make sure that th department’s expenses stay within approved budget.
• Responsible for development & implementation of efficient office system.
• Provides administrative support to the Executive Officer for high confidential and time sensitive matters
• Ability to work independently and use own initiative and…