Personal Assistant to Director: Student Finances

Personal Assistant to Director:
Student Finances (Post Level 10)

• Providing real-time calendar management for the Director. Prioritising inquiries and requests while troubleshooting conflicts; and making judgements and recommendations to ensure smooth day-to-day engagements.
• Coordinating regular meetings between the Director and the Department as well as other stakeholders. Compiling agendas and taking minutes for divisional meetings.
• Handling correspondence, including email (if and where needed).
• Working with and supporting colleagues/team members in other units within the Finance Division.
• Serving as the primary point of contact for internal and external parties on all matters pertaining to the Director, including those of a highly confidential nature. Prioritising and determining appropriate course of action, referral, or response, and exercising judgement.
• Working closely with the Director and senior staff in the Division to keep the Director well informed of upcoming commitments and responsibilities and following up appropriately. Anticipating the Director's needs in advance of meetings, conferences, etc.
• Maintaining open communications with the Director's and Chief Director's and Rectorates' Personal Assistants, and providing information and documents as needed.
• Coordinating all Departmental meetings, including Strategic Planning Sessions.
• Providing "gatekeeper" and "gateway" role; providing a bridge for smooth communication between the Director and staff; and demonstrating leadership to maintain credibility, trust and support with the Department.
• Managing all aspects of the office's services. Implementing procedures for improved workflow and anticipating future needs as needs arise.

• Obtaining necessary quotations for the procurement of various equipment/products/services.
• Proactively processing procurement requisitions, expense claims, and finance related transactions for the Director as well as the Department.
• Processing procurement requisitions for transactions on institutional cost centres, managed by the Director.
• Monitoring and controlling specific budget cost centre/s expenditure to ensure that cost points do not exceed allocated budgets and to ensure that record is kept of expenses.
• Performing routine administrative tasks e.g. stationery orders, office supplies, gifts, etc. for the Director and the Department.
• Maintaining an asset register of the office for the Director and Department. This includes the ordering of new asset and certification of assets.
• Processing data and updating databases and mailing lists.
• Ensuring the availability and functionality of electronic equipment.
• Setting up office space for new staff within the Department (including maintenance of the room, ordering of office furniture and supplies).
• Registering all new staff and finance visitors on the SUNid platform and arranging for access cards.
• Arranging parking for all visitors to the Director and Department.
• Coordinating the leave calendar for the Department.

• Attending SUPAN meetings and workshops to build collaborate networks with PA's within the University.

• Administering all logistics regarding local and international travel according to the SU Travel Policy, for the Director and Department.
• Contacting travel agents to make arrangements for air travel, accommodation and car hire or shuttles.
• Responding to changes to travel plans and making necessary amendments.
• Processes S and T allowances and payments.

• Planning and arranging events, workshops, meetings, etc.
• Collating and distributing documentation and other delegate materials in preparation for meetings.
• Coordinating all logistics surrounding internal and external meetings, conferences, etc.

• Reception and exceptional treatment of guests/visitors to help to create a welcoming environment.
• Responding to all calls or emails in the office of the Director.
• Passing on any messages to staff via phone or email to action.
• Accepting and recording any parcel and/or document deliveries.

• Ensuring the optimal use of technology in the Division to reduce paper and increase overall effectiveness.

• Managing the deadlines relating to institutional reporting…