Jobs

Administration Officer

Vacancy for: University President's Office

Ref Code: I2.1

OBJECTIVE OF THE POSITION:

The position is essential in facilitating the daily operation of students’ related matters in President office. The role is responsible to provide various administrative duties in support of the Manager of Student Affairs matters including planning and implementing special projects and activities that are under the President's authority and to increase the efficiency of the office workflow. The ideal candidate will demonstrate exceptional organizational skills, fine attention to detail, and the ability to handle sensitive information with professionalism.

CORE COMPETENCES:

• Excellent Written and Oral Communication Skills
• Good time management skills and ability to multitask.
• Excellent organizational, interpersonal, and communication skills.
• Knowledge of general office practices and procedures
• Accountability
• Creative & Innovative Thinking
• Confidentiality
• Must work with integrity and professionalism.

JOB DESCRIPTION:

• Provide office support including: screening and handling students’ initial requests, and dealing with administrative problems and inquiries, as appropriate.
• Maintain the daily, weekly and monthly agenda to keep track of the workflow.
• Draft short memorandums, letters, reports, and meeting agendas.
• Assist with monthly reports -Attends meetings; records, prepares and distributed minutes.
• Organize work files, memos and information for Student Affairs’ activities and meetings.
• Responsible for semester calendar notifications, sending emails to academics and students regarding deadlines.
• Provide support in managing deadlines and timeline for the semester’s ongoing activities.
• Respond to general email inquiries, and update the calendar with upcoming deadlines and activities.
• Assist in development of reports, presentations, emails, and other written communications.
• Maintain records & files, ensuring organized and secure record-keeping.
• Communicate directly and effectively with students and log all enquires.
• Provide the correct information for students’ inquiries; follow up on all student inquiries in a timely manner.
• Interpret and implement policies & procedures related to students.
• Communicate procedures, policies, goals, technical guidance, and problem resolution to students.
• Proactively assist in enhancing efficiency and providing support to students.
• Coordinates communication and monitors and/or follows up on activities.
• Assist in special projects & events; compile data & arrange for preparations as needed.
• Perform other administrative duties as assigned to support the overall operations for Student Affairs related matters and President Office.

QUALIFICATIONS / EXPERIENCE

• Bachelor degree & a minimum of 2 years related work experience.
• Excellent command of English language.
• Strong written and oral communication skills with a wide range of audiences and stakeholders.
• Excellent teamwork and interpersonal skills, able to work independently as well as in collaboration with colleagues, student members, and stakeholders.
• Robust work ethic, and effective time management and organizational skills, including the ability to manage multiple tasks, work under pressure and meet deadlines.
• Experience using computers and office software packages (MS Word, Excel, PowerPoint, etc.).
• Excellent skills in writing, organizational and planning capabilities, problem-solving, and dynamic interpersonal skills (phone, email and in person).