Nicoleen Williams

• Managing Director’s Diary and controlling the Director’s office budget
• Coordinate administrative activities for Departments in the School of Management, on request
• Managing all documentation and the compiling of reports when needed
• Preparing documentation for meetings including compiling minutes of meetings
• Arranging refreshments for guests
• Making national and international travel arrangements
• Keeping office equipment functioning and in good working order
• Liaise with other departments and Schools within the College of Business and Economics
• Managing special events related to the Director’s office

Marketing Assistance:

• Coordinate marketing initiatives and events for the department.
• Oversee and post content on LinkedIn page, update content calendar.
• Request content from the different departments Marketing Reps (make sure the content is in line with the UJ social media policy and UJ brand).
• Make sure that the content is not too long and double check the grammar.
• Request profiles (short bio and picture) of new staff members from the respective Marketing Reps to profile them on LinkedIn.
• Design pictures for LinkedIn posts that accompany content like staff/alumni profiles, staff/alumni achievements, promotions and awards.
• Request information from Marketing Reps for either past or upcoming events (content and pictures).
• Report on any other information that may be required, which includes academic and admin staff achievements (e.g. Obtaining Master’s Degree or PhD).
• Keeping the Marketing Reps informed with what is happening in UJ Brand & Marketing or CBE.
• Assist with the updating and modifying of marketing and/or promotional material (e.g.“Masters of Sustainability Management” brochure).

• Effective and proactive diary management. Effective planning and organising of tasks in the office of the Dean.
• Act as first point of call for Faculty staff, students and other external stakeholders on all general queries that go via the office, resolve queries, and escalate where necessary.
• Effective management of tasks and information related to the Dean’s responsibilities and prioritizing tasks in terms of urgency and importance.
• Ensure an effective record keeping system including establishing and maintaining an effective filing system and keeping records up to date.
• Manage and order stationery supply, as well as kitchen supplies.
• Provide secretarial services to meetings: times, attendees, venues and arrange catering Operate office machines and equipment in support of secretarial work.
• Perform Oracle online orders related to the Dean’s responsibilities.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Facilitate the maintenance of infrastructure in line with University processes.

• Responsible for clerical and administrative functions and client queries.
• Liaise with internal and external clients interested in Career Assessments which included the initial client contact, to the finalization of the booking arrangements for the assessments.
• This included the managing and confirming of career intake bookings in the holistic career assessment diary as well as facilitating the smooth process of ensuring the Psychologists’ availability to conduct the assessments.
• This involves the management of multiple diaries and ensuring maximum capacity usage of the professionals who are available to conduct the assessments.
• This also includes the booking of feedback sessions for these multiple diaries and assessments.
• Maintaining and updating client’s records and handle queries and requests from clients and psychologists’.
• Prepare for, facilitate, and attend relevant meetings. Supervising of the PsyCaD WIL students and ensuring that they receive events to complete for their Portfolio of evidence.
• Ensuring they provide Public Relations and Marketing support and guiding them on this process.
• Monitoring and Evaluating the WIL students by setting up monthly meetings with them, establishing their progress, reviewing their monthly reports, and providing supervision.
• Organizing of (internal) departmental events.

• Provide Public Relations and Marketing support.
• Co-ordination of events management activities. Internal and external communication.
• Maintain and update client records.
• Responsible for administrative functions and report writing.
• Prepare for and attend relevant meetings.