Office Administrator - Center for Executive Education at United States International University - USIU Africa

Key Responsibilities/Tasks

Communication:

• Respond to communication from students, faculty, staff and external clients via phone, email, and in person.
• Draft and internal and external communications for approval by the Center Manager or Business Development Manager as required.
• Schedule and coordinate meetings, appointments, and events.

Record Keeping:

• Maintain accurate and up-to-date records of student registrations, attendance, and certification.
• Assist in the preparation and distribution of training materials.

Student Support:

• Aid trainees regarding course information, schedules, and registration processes.
• Collaborate with other departments to address student inquiries and concerns.

Data Entry:

• Input and update student information in the database system.
• Compile and organize data for reporting purposes.

Administrative Support:

• Assist in the preparation of documents, presentations, and reports.
• Coordinate logistics for workshops, seminars, and other events.
• Create awareness of programs on offer to potential students and faculty.

Financial Administration:

• Process invoices, receipts, and expense reports.
• Assist in budget tracking and financial record-keeping.

Collaboration:

• Collaborate with other administrative staff to streamline processes and improve efficiency.
• Work closely with faculty and other departments to ensure cohesive operations.

Admissions Assistance:

• Support the admissions process by processing applications and maintaining admissions records.

Technology Proficiency:

• Utilize office software, email, and other technology tools effectively.
• Provide basic technical support to faculty and students as needed.

Office Management:

• Maintain a well-organized and tidy office space.
• Manage office supplies and place orders as needed.
• Ensure office equipment is in working order and coordinate repairs.

Qualifications:

• Bachelor’s degree from a recognized institution.
• Proficiency in computer applications.
• Demonstrate leadership skills.
• 3 years of relevant administrative work.

Personal Attributes & 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 so as to use time efficiently.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be dependable, and able to follow instructions.
• Must exhibit high ethical standards.
• Must be able to improve performance through management feedback.