Operations and Administration Coordinator; Post Level 7

Department and Position

Faculty of Science – Deans Office – Operations and Administration Coordinator (Post Level
7) – Stellenbosch Campus – /265/1025

The Faculty of Science at Stellenbosch University plays a significant role in positioning the university as a research‑intensive institution through excellent research outputs with impact produced by acclaimed researchers.

It provides general formative education in the natural sciences to students in science and other faculties, preparing them for the future world of work. The Faculty also impacts societies and communities through various actions and projects related to its expertise often in alliance and collaboration with research councils, governmental organisations and industry partners.

The Faculty is comprised of eight academic departments ranging from the Andreas Biological and Physical Sciences to Mathematical Sciences and Computer Science where teaching and postgraduate research are supported by ultra‑modern technology and highly qualified and experienced staff. It is also home to the Stellenbosch Water Institute and the Centre for Bioinformatics and Computational Biology which operate under the auspices of departments in the Faculty of Science, strengthening the teaching and research programmes of the Faculty.

Financial Administration

• Collect્યો and analyse financial data, advising the Director and Executive on internal and external financial impacts and operational strategies.
• Assist the Director in annual budgeting, financial forecasting, risk analysis and fund allocation.
• Monitor fund availability and ensure proper allocation of funds for all projects across the Faculty.
• Support faculty‑level strategic projects through financial administration and tracking.
• Prepare financial reports to support strategic decision‑making.
• Provide timely and accurate information to key stakeholders and ensure compliance with the university’s financial policies, internal controls and statutory requirements.

Facilities and Asset Management

• Provide support in the management of Faculty facilities, ensuring an optimal environment for learning, teaching and research.
• Assist with procurement, asset management and maintenance of the asset register.
• Liaise with Facilities Management for space utilisation and service provision.
• Manage access control and assist with security monitoring of the Deans Division.
• Assist with the monitoring of asset movement, facility upgrades and infrastructure support.

Occupational Health and Safety

• Serve as the Health and Safety representative for the Deans Office.
• Maintain health and safety documentation and assist departments with regulatory compliance and audits.
• Coordinate safety meetings Lane managing the digital repository for health and safety records, in collaboration with the Director.
• Ensure Faculty‑wide compliance and adherence to safety protocols and sustainability practices.

Strategic and Operational Support

• Provide direct administrative and operational support to the Director and Deans Office.
• Assist with drafting and monitoring departmental personnel plans and their staff budgets within the allocated funding framework.
• Support Faculty‑wide strategic initiatives and track progress.
• Draft reports, manage internal communications and ensure alignment with institutional policies.
• Stand in for the Director, Faculty Management when required.

General Administration and फेर Ad Hoc Support

• Coordinate and manage meeting schedules, agendas, minutes, action tracking and document workflows; maintain accurate records and ensure timely follow‑through.
• Oversee planning and execution of Faculty events end‑to‑end (logistics, communications, vendor liaison, post‑event reporting) and coordinate cross‑coverage for key administrative functions during staff absences.
• Contribute to ad‑hoc projects for the Faculty and engage in continuous learning initiatives as needed.

Qualifications

• A tertiary qualification (at NQF Level 8 or higher) in business management, administration, finance, operations management or a natural armazenamento-related field with a strong operations‑finance‑administration background;…