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
1. Secretarial/ Administrative support
Deliverables:
ā¢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.
2. Customer/Teamwork
Deliverables:
⢠To be the first point of contact for the Registrar Academic Affairsā 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 Affairsā 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.
3.Planning and Organization
Deliverables:
⢠Manage the day-to-day functioning of the Registrar Academic Affairsā 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.
Amref Health Africa
https://careers.smartrecruiters.com/AmrefHealthAfrica4