Nicole Coetzee

• Coordinating role to support IT network infrastructure projects, including project administration, financial management, documentation, and communication to all parties, internal and external. Project Administration
  • Chairing and coordinating bi -weekly meetings for projects and statistics
  
  • Weekly meetings with internal stakeholders wrt projects
  
  • Manage project tenders and SLA processes for KKW and NIM ‘s
  
  • SLA annual adjustments on prices according to US tender based specification
  
  • Manage SU Tender SLA
  
  • Adhoc |Health and safety documentation
  
  • Compiling of Installation Instructions
  
  • manage network infrastructure project registrations on Planon and RTAD as required.
  
  • Manage and build workflows according to deviation of projects
  
  • Get approval and secure funding for these projects.
  
  • Monitor progress and generate reports on projects.
  
  • Keep track of Facilities Management major Planon projects, involving network infrastructure, to prevent projects overlapping.
  
  • Implement project process workflows in (IT RTAD Projects).
  
  • Implement further processes during projects as required to handle changes in requirements, budget, deviations and change requests.
  
  • Keep track of project processes, schedules, and control documentation per project
  
  • Keep project schedules continuously up to date and all parties informed of developments.
  
  • Handle project inquiries from management, colleagues, staff, and students in a professional way.
  
  • Escalate problems during projects to appropriate department heads inside and outside IT.
  
  • Keep project statistics and documentation up to date.
  
  • Control keeps record of contractors and external staff access to campus Lan rooms and network cabinets.
  
  • Provide administrative support for network Infrastructure department.
  Project Financial control.
  
  • Requesting funds from clients – project quotations from contractors.
  
  • Placement of orders according to the University's purchasing policy – contractors’ installation and suppliers of equipment
  
  • Checking and processing of invoices
  
  • Finalization and closing of project accounts.
  
  
  • Administration, documentation, and evaluation of Tender for network installation tasks. (every 3 years)
  
  
  
  Communication
  
  • Liaise successfully and professionally with students, clients, colleagues, staff, management, academics, and support services as well as externally with architects, project managers, consultants, suppliers, and contractors during the lifecycle of the projects.
  
  • Handling of general inquiries directed to the Network Infrastructure issues and department.
  
  
  • Continuously maintain good interpersonal relationships with all parties involved to ensure successful completion of projects.
  
  • Arranging technical meetings with all parties involved in projects.
  
  
  • Provide minutes, documentation, progress reports and change requests for project meetings.
  
  Has a thorough understanding of accepted standards of accounting practice and standards.
  
  • Project management certifications and experience.
  • Knowledge of network infrastructure components.
  • Work under pressure in a team and without supervision with continuous interruptions.
  • Has a working knowledge of Stellenbosch University's financial system.
  
  
  • Liaise Internally with, students, clients, colleagues, staff, management, academics, and support services.
  
  • Externally with architects, project managers, consultants, suppliers, and contractors during the lifecycle of the projects

• Administrative support regarding Facilities management maintenance projects, including project administration, financial control, documentation, and communication to all parties, internal and external.
• Project Administration
  
  •Do network infrastructure project registrations on Planon and RTAD as required.
  
  • Get approval and secure funding for these projects.
  
  • Monitor progress and generate reports on projects.
  
  • Keep track of Information Technology major Planon projects, involving network infrastructure, to prevent projects overlapping.
  
  • Implement project process workflows in (IT RTAD Projects).
  
  • Implement further processes during projects as required to handle changes in requirements, budget, deviations and change requests.
  
  • Keep track of project processes, schedules, and control documentation per project
  
  • Keep project schedules continuously up to date and all parties informed of developments.
  
  • Handle project inquiries from management, colleagues, staff, and students in a professional way.
  
  • Escalate problems during projects to appropriate department heads inside and outside IT.
  
  • Keep project statistics and documentation up to date.
  
  • Control keeps record of contractors and external staff access to campus Lan rooms and network cabinets.
  
  • Provide administrative support for network Infrastructure department.
  Project Financial control.
  
  • Administering projects small capital works
  • Benchmark Stats, Record keeping of all small capital work projects.
  • Compile spreadsheets
  • Compile Monthly and Annual Benchmark Stats
  • Orders and Payments on Financial system
  • Profile Registration of Contractors
  • Card and monitoring systems
  • Performing ad hoc task
  • Administrative support to colleagues
  • Arrange corporate events
  • Access control cards SUN-id approver
  • Provide efficient and effective secretarial and administrative support to the Director Facilities Services.
  • Managing the Directors office, diary, and appointments
  • Preparing and arranging meetings
  • Receiving guest and visitors for the director and his managing team
  • Screening telephone calls, enquiries, and request
  • Handling all correspondence
  • Callender Management
  • Minutes for meetings
  • Assist HR Manager with new recruitment
  • Maintain personnel files
  • Set up meetings, schedule activities
  • Leave administrator
  • Dealing with clients daily regarding KKW
  
  
  Communication
  
  
  
  • Continuously maintain good interpersonal relationships with all parties involved to ensure successful completion of projects.
  
  • Arranging technical meetings with all parties involved in projects.
  
  
  • Provide minutes, documentation, progress reports and change requests for project meetings.
  
  
  
  
  • Computer literate in Office365 applications like MS Outlook, MSWord, MS Excel, TEAMS etc.
  
  
  • Has a thorough understanding of accepted standards of accounting practice and standards.
  
  
  
  
  • Liaise Internally with, students, clients, colleagues, staff, management, academics, and support services.
  • Cleaning services Metro cleaning

• Name: Nicole Ann Coetzee
  Job title | Faculty of Medicine & Health Sciences – Tygerberg Campus
  (Contract)
  Reports NICOLA
  General description of the role: Administrative support regarding Facilities management maintenance projects, including project administration, financial control, documentation, and communication to all parties, internal and external.
  
  
  Primary duties and responsibilities:
  •Accurate capturing of all relevant project data
  •Maintain databases.
  •Interaction with colleagues and management to ensure that project targets are met.
  •Managed and validated projects.
  •Extraction of data from relevant databases
  •Analysis and reporting of project data
  •Compiling correspondence to applicants i.e., Acknowledgment & Approval letters for Researchers
  
  
  Provide Customer Support
  •Handle and screen all incoming Ethic submission queries, from researchers and other internal stakeholders.
  
  Logistics Administration
  •Administration Support for Line Manager
  •Handling of postage & courier services for the Ethics Team
  •Assist with the HREC meetings.
  •Distributing of research projects, Agendas’, and assist with the catering arrangements
  •Ad-hoc task
  •Establish and maintain the Ethics Library resources for the Researchers and
  •internal stakeholders
  Procurement
  •Assist with ordering and maintaining stationery & equipment supplies for team.
  
  
  Database Management
  •Data Capturing of the new Clinical Trials and Student ‘Human Projects “on Excel and the InfoEd system daily
  •Distribution of Agendas
  •Compiling and disseminating the Clinical Trial Acknowledgment letters to Research applicants
  •Comprehend & Scan Research Proposals
  •Capturing SAEs’ (Serious Advert Events) Medical Reports
  •Update Progress reports submitted by the Researchers’.
  •Update Amendments & Corrections of Ethics submissions on InfoEd
  •Capture and allocate to HREC committee members.
  •Update and maintain the monthly stats.
  
  Ethics Project Administration
  -Assist the team and Line Manager with project related Database Management activities within the Health Research Administration Unit
  •Provide administrative support to all senior staff members.
  •Filing all Ethics correspondence
  •Update and maintain the filing system in a chronological system in the Strong / Safe room for the Health Research Ethics Committee (HRECs)
  •Assist with Minute-taking of team meetings.
  •Handling any Ethics administration queries from researchersStrong Room Management
  •Maintain a neat and ordered strong room of high standard.
  •Manage the strong room access to confidential ethics files.
  
  •Manage access to the RDSD personnel.
  
  •Manage the strong room assets.
  
  •Create boxes and labels for new and updated projects.
  
  -Create cover pages for new projects as well as new cover pages for new versions of on-going projects.
  
  
  
  
  
  
  Job requirements (qualifications & experience):
  
  
  • Has a thorough understanding of accepted standards of ethics.
  
  
  
  Recommendation (knowledge, skills, and abilities required): • GCP Training
  
  Internal liaisons (with whom):
  • Liaise with staff, internal members of committee approving research projects.
  
  External liasions (with whom): None
  Date • January 2011- December 2013

-Debtors clerk |position-Jan -Dec 2006 Inyameko trading CC-Transport -June 2010-2012

-Handling all incoming telephonic queries and faxes

-Maintain day schedules

-Fine Control – Process fine documents issued on the weigh bridge, capturing the Date issued, Fine amount, date to be paid and if any arrest has been made.

-weekly statistics daily on Excel for the dept. of Transport

-HR Administration - Update employees Work roster/schedules for the month, prepare monthly salary stats and Pay slip processing

-Check daily Anti-virus updates and communicate with IT dept.
Update the Visual boards daily for the Contractors