Office Administrator at USIU Africa

Job summary:

This position is responsible for providing support to the Quality Assurance Directorate by maintaining the day-to-day operations of the office, facilitating seamless communication, and contributing to the overall effectiveness of quality assurance initiatives such as curriculum development, faculty development, program assessment and review; performing secretarial duties and assisting with other related activities.

Key Responsibilities/Tasks/Duties:

• Manage the Director. Quality Assurance’s calendar, schedule appointments and coordinate meetings
• Handle incoming and outgoing communication including emails, phone calls and official correspondence.
• Keep record of progress reports from the various academic sections and external stakeholders
• Communicate to the various teams involved in Educational Effectiveness activities
• Organize and maintain confidential files and records

Provide oversight on office management activities including:

• Managing work schedule and paperwork for self, student assistants, and ensuring full day coverage of office;
• Managing supplies i.e. ordering supplies for everyone in office, maintaining a three-day “work supplies” and keeping and updating the list of vendors;
• Preparing contracts for external program reviewers and facilitators, and ensuring that reviewers and facilitators are paid; and
• Running miscellaneous errands as necessary.

Performing secretarial activities including:

• Recording appointments and making reminders to external participants, internal participants and the Director, Quality Assurance;
• Attending all Educational Effectiveness meetings, standing meetings and others as requested to take minutes;
• Disseminate meeting invitations/links, agendas, minutes and other relevant documents; and
• Performing other secretarial activities including typing, copying, filing, answering phones etc.

Providing logistical and administrative support in accreditation activities including:

• Booking venues for accreditation meetings
• Coordinating the receipt and hosting of accreditation teams

Other expectations include but are not limited to:

• Participation in professional development activities and university-wide activities
• Performing other duties as they arise.

Qualifications /Educational/Professional/experience)

• Bachelor’s degree from an accredited university.
• 3 years’ experience in an academic/student advising setting preferably in an institution of higher learning.
• Advanced Secretarial qualifications.
• Proficiency in computer applications

Personal Attributes & Competencies

• Excellent communication skills;
• Excellent organizational skills;
• Time management skills;
• Interpersonal skills;
• Confidentiality and integrity;
• Team player with excellent interpersonal skills;
• Relationship builder & effective negotiator;
• Good communication skills;
• Self motivated;
• Attention to detail; and
• Adaptability and reliability.