Job Description
Job Summary
Reporting to the Chief Office Administrator, the Principal Office Administrator will be responsible for day to day administrative support functions for the Vice Chancellor’s Office. This role offers the opportunity to help establish and develop new systems and processes, working closely with the university’s governance teams.
Key Responsibilities
Organizing and facilitating the smooth operation of Board meetings, taking minutes and maintenance of such records;
Organizing and facilitating the smooth operation of University Council meetings, taking minutes and maintaining the records of all University Council meetings;
Organizing and facilitating the smooth operation of Management Board meetings, taking minutes and maintaining the records of all Management Board meetings;
Organizing and attending University Senate meetings, taking minutes and maintaining the records of all University Senate meetings;
Distributing Minutes and follow up of implementation of resolutions from the Board of Trustees, University Council, University Senate & Management Board meetings;
Management of the portals for the Board of Trustees, University Council, Management Board, and University Senate;
Assist with development and induction/orientation of Trustees and members of the University Council;
Cost-effective management of office supplies/equipment/furniture managing basic office maintenance in liaison with the Chief Office Administrator.
Initiate and process payment and purchase requisitions for departments and divisions which report to the Vice Chancellor’s office
Liaise with relevant offices to secure meeting rooms, request for audio-visual needs and organize catering needs for internal meetings of the Vice Chancellor
Handle and direct phone calls when required
Receive and execute requests for dispatch of international and local mail
Perform any other duties as may be assigned
Minimum Academic/Professional Qualifications & Experience
Bachelor’s degree in Business Studies or Social Science from an accredited institution;
Relevant Master’s Degree
Proficiency in computer applications
Certified Public Secretary (CPS-K) qualification and a valid registered member with a practicing certificate.
Shown merit and ability as reflected in work performance and results.
Served as Senior Office Administrator for a minimum period of 3 years;
Experience in taking minutes at Board level and in accordance with regulations on minutes.
Demonstrate excellent interpersonal, communication and analytical skills with good understanding of administrative and report-writing skills as well as procedures in service delivery.
Skills and Competencies
Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
Must possess strong interpersonal skills
Must be able to communicate clearly, both written and verbally.
Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
Must be able to prioritize and plan work activities as to use time efficiently
Must be organized, accurate, thorough, and able to monitor work for quality.
Must be dependable, able to follow instructions.
Must be able to improve performance through management feedback
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