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