Responsibilities
General Administrative Duties:
Managing office records, files, and confidential documents.
Preparing letters, memos, reports, and official correspondence.
Receiving and attending to visitors, students, staff, and external officials.
Scheduling meetings, appointments, and institutional events.
Taking minutes during meetings and preparing reports.
Communication and Coordination
Handling telephone calls, emails, and internal communications.
Coordinating communication between management, departments, staff, and students.
Disseminating circulars, notices, and announcements.
Records and Documentation
Maintaining staff and student records.
Keeping accurate inventories of office materials and equipment.
Filing accreditation and institutional documents.
Office Management
Supervising clerical activities within the office.
Monitoring office supplies and requesting replenishment.
Ensuring proper organization of administrative processes.
Academic Support Functions
Assisting in processing admissions, registration, and examination records.
Supporting accreditation exercises and academic audits.
Preparing timetables, schedules, and institutional reports when required.
Financial and Logistic Support
Assisting in budget preparation and petty cash documentation.
Processing payment documents and requisitions.
Coordinating logistics for meetings, seminars, and workshops.
Departmental Administrative Secretary:
Working directly within an academic department and supports the Head of Department (HOD), lecturers, and students.
Departmental Office Administration
Managing the departmental office and daily operations.
Maintaining departmental records, files, and correspondence.
Typing and preparing departmental documents and reports.
Support to the Head of Department
Assisting the HOD with scheduling and administrative coordination.
Preparing meeting agendas and recording minutes.
Monitoring implementation of departmental directives.
Student Records and Academic Support
Keeping student academic records and files.
Assisting with course registration and clearance processes.
Managing examination records, results, and attendance documentation.
Providing information and guidance to students on departmental procedures.
Communication Duties:
Issuing notices, memos, and departmental announcements.
Liaising between students, lecturers, and the HOD.
Coordinating departmental meetings and seminars.
Examination and Accreditation Support
Assisting during examinations and result processing.
Organizing documents needed for accreditation visits.
Maintaining course files and accreditation evidence.
Clerical and Data Management
Data entry and management of departmental databases.
Maintaining inventory of departmental equipment and materials.
Ensuring proper filing and retrieval of documents.
Confidentiality and Professional Conduct
Handling sensitive academic and staff information confidentially.
Maintaining professionalism in dealing with staff and students.
Qualifications
Interested candidates should possess an OND, NCE, HND, or Bachelor's Degree with 5 years experience.
Key Skills Required:
Both positions generally require:
Good communication skills
Computer literacy (Microsoft Word, Excel, email usage)
Record-keeping and filing skills
Time management and organization
Confidentiality and professionalism
Ability to multitask and work under pressure
Proximity is key