Administrative Assistant at Umma University

REF: VA/UU/010/2023

Job Purpose

• Principal administrative and clerical assistant of the school/Department. The Administrative Assistant offer support in all function of managing the School/Department

Roles and Responsibilities

• Scheduling appointments, calling and answering phones and welcoming visitors in the School/department.
• Handling and maintaining of internal and external office correspondences that include letters and memos.
• Ensuring and maintaining office cleanliness.
• Managing the office supplies requested from the stores and monitoring proper use of the supplies.
• Taking and maintaining departmental/school minutes.
• Ensuring filling of document in-line with quality assurance guidelines.
• Keep and maintain records of students’ progression files, evaluation documents and staff records.

Technical Support

• Collecting and filing the attendance sheets from the lecturers.
• Submission of staff records to human resource department.
• Keep and maintain the record of work allocation, work plan, budget, academic activities and list of staff in the school/department as per the academic calendar.
• Maintaining of the departmental/school records in the SMIS System.
• Registration of students’ units.
• Attending to queries of both staff and students.
• Participating in the orientation and induction of new staff and students.
• Maintain Human resource policies and procedures in the school/department.
• Submission of staff performance appraisals.
• Participant in coordination of staff trainings.
• Any other duties assigned by the supervisor

Knowledge and Skills

• Excellent communication skills.
• Highly organized.
• Demonstrable planning capabilities
• A high sense of integrity, innovativeness, diplomacy and ethical standards including confidentiality.
• Proficient reporting and writing skills. 

Qualification

• Bachelors’ degree in business administration, Human resource management or equivalent.
• Diploma in secretarial, business administration, certified public secretaries is an added advantage.
• 2 years’ experience in a busy office.
• Hands on skills and proficiency in use of MS Office