Job Description
Main purpose of the job
The Administration Assistant will provide proactive, efficient, effective, and confidential service in support of the Registrar Academic Affairs. This role will involve managing a diverse range of responsibilities, including diary management, correspondence, document preparation, event coordination, and general office administration.
Key Responsibilities:
Key Areas
Secretarial/ Administrative support
Deliverables:
Provide secretarial support to the Registrar Academic Affairs, including management, making travel arrangements, Telephone enquiries, drafting correspondence, managing filing systems, version control of policies, contacts and record keeping;
Professional engaged in the work of AmIU and its continuing priorities through a continuing understanding of the business context;
Examine material/correspondence for the Registrar Academic Affairs and co-ordinate responses, acting as required and prioritizing and anticipating action required and preparing routine responses;
Ensure Registrar Academic Affairs is appropriately briefed for internal and external engagements
Act as secretary to the Registrar Academic Affairs meetings (internal and external), working with the Chair to proactively provide timely agenda and minutes and appropriate follow-up;
Utilize the AmIU information management systems to provide reports as appropriate, including assisting with reports and data concerning finance and student records
To collate and analyze data, including conducting internal and sector- wide research, supported with appropriate data analysis that provides the Registrar Academic Affairs with accurate and meaningful information.
Customer/Teamwork
Deliverables:
To be the first point of contact for the Registrar Academic Affairs' office
Receive and dispatch information from/to students concerning admissions, class attendance, examinations and graduations
Manage and develop the Registrar Academic Affairs external communications with local, national and internal stakeholders
Manage the internal communication from the Registrar Academic Affairs' office
Work with relevant AmIU offices in managing and organizing VIP visits, including lectures, graduation and liaising with marketing and communication as appropriate
Arrange and provide hospitality for visitors.
Planning and Organization
Deliverables:
Manage the day-to-day functioning of the Registrar Academic Affairs' office
Work with the Registrar Academic Affairs to ensure deadlines are met, prompting action as required
To liaise and prepare for meeting with external contacts and stakeholders and collaborative partners
Undertake any other duties pertinent to the post that might be requested at any time.
Draft, edit, and proofread correspondence, reports, and presentations on behalf of the Registrar Academic Affairs.
Respond to inquiries and requests in a timely and professional manner.
Manage incoming and outgoing correspondence, ensuring timely delivery and follow-up.
Documents development, prepare and format documents, presentations, and reports using Microsoft Office Suite and other relevant software
Handle travel arrangements, including booking flights, accommodation, and visas.
Provide administrative support to other staff members as required, manage Registrar Academic Affairs research portfolio
Maintain confidentiality of sensitive information.
Qualifications
Education & Professional Qualification
A relevant bachelor's degree from a recognized University.
Certificate/ diploma written communication skills is an added advantage.
Experience
At least six (3) years' experience in academic administrative work in a university/college.
Experience in taking and processing high level minutes; making reports
Proficiency in Microsoft office and adequate knowledge of databases
Skills, Attitudes & Competencies
High degree of sensitivity and confidentiality
Exemplary judgement and ability to work flexibly in a range of operations/strategic settings
Quick thinker who thrives on maintaining high standards of operational effectiveness even during times of extreme high pressure
Ability to re-prioritize and multi-task
Strong interpersonal
Team player
Result oriented; report writing skills
Problem-solving skills