Job Overview

Universities South Africa is seeking a highly organised and detail-oriented Administrative Officer: Student Success to provide administrative and operational support within the HELM division. Reporting to the Senior Manager: Student Success, the successful candidate will assist with programme coordination, stakeholder engagement, financial administration, reporting, and the successful delivery of student success initiatives, workshops, and learning programmes.

Minimum Requirements

• Diploma in Administration, Office Management, Public Management, Business Administration, or a related field.
• Minimum of 2–3 years’ relevant administrative experience.
• Experience within a higher education, training, skills development, or learning environment will be advantageous.
• Experience supporting workshops, training programmes, seminars, or learning initiatives is beneficial.
• Exposure to procurement and financial administration processes will be advantageous.

Knowledge, Skills and Competencies

• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Strong interpersonal and stakeholder engagement skills.
• Ability to work independently and as part of a team.
• Service-oriented, proactive, and solution-driven mindset.
• Integrity, accountability, reliability, and discretion when handling confidential information.

Technical Requirements

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, and Outlook).
• Strong Microsoft Excel skills for reporting and data management.
• Experience using virtual meeting and learning platforms such as Microsoft Teams and Zoom.
• Experience with databases, student information systems, or learning management systems will be advantageous.

Key Responsibilities

Programme and Operational Administration

• Provide administrative support for short learning programmes, workshops, seminars, and related activities.
• Coordinate participant registrations and programme logistics.
• Arrange venues, catering, travel, and online learning platforms.
• Prepare and distribute programme documentation and learning materials.
• Maintain attendance registers, programme records, and participant databases.

Executive and Administrative Support

• Provide administrative and secretariat support to the Senior Manager: Student Success.
• Manage calendars, appointments, and meeting schedules.
• Prepare agendas, meeting packs, minutes, and follow-up documentation.
• Assist with correspondence, presentations, reports, and briefing documents.

Procurement and Financial Administration

• Support procurement processes in line with organisational policies.
• Obtain quotations and prepare purchase requisitions.
• Liaise with suppliers and service providers.
• Assist with contract administration and record management.
• Process invoices, monitor programme expenditure, and maintain financial records.

Data Management and Reporting

• Capture, update, and maintain programme and stakeholder information.
• Support programme monitoring, evaluation, and reporting processes.
• Compile statistical and administrative reports.
• Maintain effective electronic and manual filing systems.

Stakeholder Engagement and Communication

• Act as a first point of contact for programme participants and stakeholders.
• Coordinate participant communication and feedback processes.
• Support stakeholder engagement activities and communication initiatives.
• Ensure timely follow-up on stakeholder enquiries and programme-related matters.

General Organisational Support

• Contribute to general office administration and HELM division activities.
• Ensure compliance with organisational policies and procedures.
• Perform additional administrative duties as required.

How to Apply

Interested candidates should submit:

• A detailed CV
• A Motivational Letter
• Contact details of at least three traceable references

Applications must be submitted by 26 June 2026.

Email Applications To: recruitment@usaf.ac.za

If you do not receive feedback within a reasonable period after the closing date, please consider your application unsuccessful.