The Administration Assistant will provide proactive, efficient, effective, and confidential service in support of the Registrar Academic Affairs. This role involves managing a diverse range of responsibilities, including diary management, correspondence, document preparation, event coordination, and general office administration.
Key Responsibilities
Secretarial and Administrative Support
- Provide secretarial support to the Registrar Academic Affairs, including diary management, travel arrangements, telephone enquiries, drafting correspondence, and managing filing systems.
- Maintain version control of policies, contacts, and record-keeping.
- Remain professionally engaged in the work of AmIU and its continuing priorities through an understanding of the business context.
- Examine materials and correspondence for the Registrar Academic Affairs, coordinating responses and prioritizing actions.
- Ensure the Registrar Academic Affairs is appropriately briefed for all internal and external engagements.
- Act as secretary for meetings, preparing agendas and minutes, and following up on action items.
- Utilize AmIU information management systems for reporting, including finance and student records.
- Collate and analyze data, conducting research to provide the Registrar with meaningful information.
Customer Relations and Teamwork
- Serve as the first point of contact for the Registrar Academic Affairs’ office.
- Manage communications with students regarding admissions, attendance, examinations, and graduations.
- Develop and maintain external communications with local and international stakeholders.
- Coordinate VIP visits and hospitality for university visitors.
Planning and Organization
- Oversee the day-to-day operations of the Registrar’s office.
- Monitor deadlines and ensure timely responses to inquiries.
- Draft, edit, and proofread high-level reports and presentations.
- Handle all travel logistics, including flights, accommodation, and visas.
Requirements and Qualifications
- A relevant Bachelor’s degree from a recognized university.
- At least 3 years of experience in academic administrative work within a university or college setting.
- Proven experience in taking and processing high-level minutes and report writing.
- Proficiency in Microsoft Office Suite and experience with databases.
- A certificate or diploma in written communication is an added advantage.
- High degree of confidentiality and integrity.
- Strong interpersonal skills and ability to work under pressure.
How to Apply
Interested and qualified candidates should apply online via the SmartRecruiters portal. Visit the application link: https://www.myjobmag.co.ke/apply-now/1164602.
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