Administrative Assistant at Amref International University (AMIU)

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