Administrative Coordinator at Amref International University (AMIU)

MAIN PURPOSE OF JOB

Amref International University is seeking a qualified Administrative Coordinator to provide administrative support to the office of the COO, assist with budget and project management, and coordinate internal and external communications. Provide consultation on administration issues with associated departments and facilitate interdepartmental coordination.

PRINCIPAL RESPONSIBILITIES

• Work closely and effectively with COO to keep her well informed of upcoming commitments and responsibilities, following up appropriately;
• Assist in managing communication of the COO, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate; Provide gatekeeper role to the COO;
• Researches, prioritizes, and follows up on issues and concerns, as assigned by COO, assisting in determination of appropriate course of action, referral, or response;
• Maintain high-level understanding of interdepartmental process as to assist in facilitating appropriate communication;
• Assist in the preparation of meeting materials and reports (Including for VC and AmIU Council), including research, data collection, preparation, and assembly of materials
• Maintain effective relationships and communications with departments outside of the Office of the COO;
• Maintain ongoing knowledge of key department strategies and initiatives in order to brief the COO each week.
• Coordinate budget activity through tracking, reconciling and processing: payment requests, reimbursement claims and budget reports;
• Provide support to the quarterly Council meetings and various Council Committee meetings.
• Organize internal and external meeting for COO, including logistical and substantive preparation
• Manage all travel scheduling and arrangements
• Facilitate special projects as assigned;
• Provide project management support for complex planning and execution of COO related initiatives;
• Prioritize conflicting needs; handles matters’ expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures;
• Coordinate Team meetings and retreats and assist with staff meetings and events as needed.
• Perform other tasks as may be necessary to facilitate the work of the COO;

Qualifications Education/Certifications:

• Bachelor’s degree required

Required Knowledge/Experience

• 6 years relevant experience in a busy set-up; experience working in a University set-up is an added advantage
• Knowledge of Microsoft Office; Expertise in Google Suite
• Exposure to a multidiscipline and multicultural environment

Skills/Abilities:

• Highly collaborative
• Strong technical aptitude.
• Service oriented and excellent customer service skills.
• Highest level of discretion and integrity and the ability to handle and maintain confidentiality.
• Excellent written and oral communication.
• Ability to manage multiple priorities for multiple stakeholders.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
• Ability to set and adhere to realistic deadlines and work effectively yet maintain flexibility to adapt to changing priorities.
• Skill in managing time and workload effectively.
• Ability and willingness to work as a member of a team, and to foster a team environment within the department and all levels of the campus community.
• Strong problem-solving skills. Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Detail oriented, organized with proven ability to successfully multi-task
• Demonstrates critical thinking, communication, and relationship-building skills
• Ability to work independently and self-manage.