JOB PURPOSE:
To be responsible for managing and enhancing the work of the Executive Dean through the provision of proximate executive, management, and administrative support and coordinating the execution of the responsibilities of the Executive Dean’s Office. The responsibilities require great diplomacy, discretion, and resourcefulness as this individual will be working closely with a diverse range of people within and outside the business school.
MAIN DUTIES AND RESPONSIBILITIES:
Administrative Management:
Provide proactive assistance to the Executive Dean in the administrative support of the office in matters; Maintain the Executive Dean’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (including domestic and international) arrangements while exercising discretion in committing time and evaluating needs.
Serve as a liaison between the Executive Dean, SBS staff, and other internal and external clients. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Determine matters of priority for the Executive Dean; redirect matters to staff to handle, or handle matters personally, as appropriate and keep the Executive Dean advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Assist in assessing risk when business decisions are made: Identifying and helping solve core problems or opportunities within business processes.
Communication:
Maintain efficient and effective communication channels between the Executive Dean’s Office and internal and external stakeholders of the institution and assist to maintain the Executive Dean’s Office partnerships by communicating accordingly in a timely manner.
Assist the Executive Dean with the development of presentations, speeches, etc., for internal and external audiences.
Handle and review confidential information including all emails to the Executive Dean sent through the SBS Executive Dean’s email.
Draft, review, and send communications on behalf of the Dean in liaison with the SBS communication office.
Meetings and Events:
Organize committee meetings chaired by the Executive Dean, ensuring timely delivery of reports to the Management committee, serve as the administrator to the Executive Dean’s committees, and follow-up actions by the various Head of Departments.
Represent the Executive Dean in important meetings, take minutes, and document reports to required committees.
Organize and prepare meetings, including gathering relevant documents and attending to meeting logistics as required.
Assist in the preparation and distribution of meeting minutes, agendas, and related materials.
Make follow-ups with Management Committee and other SBS members regarding matters requiring action in a timely manner.
Plan, and coordinate, meetings and workshops under the Executive Dean’s Office or requiring the Executive Dean’s partial or full presence and liaise with other staff members and meeting organizers to provide the Executive Dean’s availability for said meetings and workshops.
Events Management:
In liaison with the Events and Protocol Managers, coordinate and manage high-profile events, conferences, and seminars in the Executive Dean’s Office and ensure their efficacy and success.
Liaise with event organizers (internal and external) to coordinate event logistics for the Executive Dean including travel arrangements, communications, and pre-meeting materials.
Schedule and keep track of events that the Executive Dean should participate in, in liaison with the DVCs’ offices, these include Convocation and Graduation ceremonies, etc.
Financial and Inventory Management:
Prepare and manage the budget of the Executive Dean’s Office: Prepare estimate costs for the office and submit incorporations into the annual SBS Budget and monitor expenses and ensure that budget goals are being met. In addition, to provide quarterly reports in liaison with the finance department.
Review and analyze the financial reports to identify areas of improvement and support the decision-making process
Maintain inventory of the Executive Dean’s Office equipment and supplies.
Documentation and Custodianship:
Handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.
Keep in safe custody a record of all important institutional and personal documents in the Executive Dean’s Office, including MoUs, Research Agreements, Executive Dean’s profile, signatures, etc.
Maintain paper and electronic filing systems.
Board Support:
In liaison with HODs/HOUs, coordinating various board meetings that the Executive Dean chairs. These include the SBS Alumni board and SGI boards, etc. This involves preparing itineraries, materials, and reports regarding meetings to ensure successful outcomes of the meetings/trips and conferences attended by the Executive Dean.
Stakeholder Management:
Facilitate and enhance positive relationships between SBS and individuals, local, regional, and international organizations, and the community through efficient scheduling of appointments between the Executive Dean and the respective Individuals and organizations.
Liaise with the academic unit to schedule meetings with students, parents, faculty, etc.
Coordinate the Executive Dean’s appointees and make follow-ups of various matters under their dockets and in liaison with the People & Culture office, supporting the recruitment of Administrative Assistants for the office.
Coordinate meetings for the Executive Dean’s mentees, Ph.D., and Master’s students, etc.
Keeping track of all academic engagements that are organized by the VC and DVCs’ offices that the Executive Dean is supposed to be involved in. e.g., Academic Council Meeting, etc.
Strategy Implementation and Tracking: In liaison with the Quality assurance unit,
Support the SBS leadership to deliver, monitor, and communicate progress or modification toward the achievement of the SBS strategy and assist to identify and provide recommendations on improvements across SBS.
Provide support to other support departments within SBS; coordinate work with other SBS staff as needed, playing a key role in the coordination of staff efforts both within and outside the department.
Assist with the development and actualizing of the Executive Dean’s Office strategy in support of business growth.
Develop the Standard Operating Procedures and Policies and assist in drafting other strategic documents to guide the Executive Office. In addition, developing various templates as needed for internal and external use.
Any other work-related duties allocated by the Executive Dean.
JOB REQUIREMENTS
The post holder will be required to have and to demonstrate evidence of the following qualifications, attributes, and skills:
A Minimum of a Bachelor’s degree in Business Administration or Equivalent. A Masters degree would be an added advantage.
At least 2-3 years of work experience in a similar position in an institution of higher learning.
Professional certification is an added advantage.
Excellent Planning and Organizational Skills.
Good Communication, basic research and presentation skills.
Calm and with the ability to manage stress.
Academic and/or work-related experience.
Strong analytical, Management skills, networking, and people skills.
A self-driven individual.
Good Computing and data gathering and analysis skills.
Possess good interpersonal and communication skills.
Computer & IT Savvy.
Possesses a high level of integrity, confidentiality, loyalty, and honesty traits.
Effective time management.
If you are interested in the position and have the skills we are looking for, we would like to hear from you. Please forward an application letter together with a copy of your updated resume quoting ‘Executive Manager –Executive Dean’s Office’ to the People and Culture Manager, Strathmore University Business School, on careerssbs@strathmore.edu by end of the day (5.30 pm) Monday, 12th December 2022.
Apply via :
careerssbs@strathmore.edu
