Minimum Requirements

• NQF 6 Diploma in Office Management/ Library and/ or Information Sciences
• At least 3 years working experience in an Academic Library, preferably in a Higher Education environment.

Recommendations

• A degree in library and information science or any administration-related degree
• Years of experience performing responsibilities of this position

Duties and Responsibilities

• Coordinating and managing the directors schedule, including meetings, appointments, and events.
• Handling phone calls, emails, and other forms of communication. Acting as a liaison between the director and other staff, faculty, students, and external parties.
• Preparing, proofreading, and managing correspondence, reports, presentations, and other documents
• Maintaining organized records and files, both physical and digital.
• Providing administrative support for various projects, including tracking progress, managing timelines, and coordinating team efforts.
• Managing office supplies and ensuring that equipment is functioning properly. Ordering new supplies as needed.
• Follow up on invoices for payment and submit purchase orders for payment to the required office
• Assisting in the planning and organization of events, workshops, and conferences hosted by the library.
• Managing logistical details such as venue booking, invitations, registration and feedback.
• Assisting with the onboarding process for new staff members, including preparing orientation materials and coordinating training sessions.
• Assist staff with skills development such as payment for registration, flight and hotel bookings
• Budget compliance, financial Health, and transparency
• Ensuring all library policies and procedures are well documented and easily accessible to staff.
• Assist with distributing and collecting user surveys and facilitating data collection sessions.
• Preparing necessary documentation and records for internal and external quality assurance audits.
• Assist with promoting library services and resources to the university community.
• Participate in the health and safety of the university library
• Continuously improve and update skills required by participating in training opportunities