Office Administrator - Dean, CSOB Office at United States International University - USIU Africa

Job Purpose

• As an Office Administrator, the job holder will often act as the Dean Chandaria School of Business (CSoB) first point of contact with people from both inside and outside the University. The office holder will be responsible for day-to-day administrative support functions for this Office.

Duties and Responsibilities

• Manage the Dean CSoB diary to ensure the smooth running of scheduled appointments.
• Prepare department’s manual payment and purchase requisitions and EDMS orders for authorization by the Dean CSoB to ensure timely delivery of equipment, furniture, books, services and non-stock stationery.
• Keep an inventory of departmental Assets.
• Manage all office administrative duties including telephone and reception duties, mail delivery, client flow, stationary requirements, record keeping, printing and scanning documents for meetings and other uses, and follow-up appointments to ensure efficient and timely service delivery.
• Receive department mail and emails to facilitate communication.
• Follow up and confirm all purchases, payments and requisitions made with the Finance and Procurement Departments for timely payment and maintenance of records.
• Organize travel and accommodation arrangements for the Dean CSoB and other staff to ensure timely travel and accommodation reservations.
• Create, maintain and backup official documents and update the Dean CSoB office filing system for ease of reference; maintain stock of utility forms and documents for ease of acquisition and use.
• Assist with the coordination of orientation, CSOB student and faculty meetings and related activities including booking meeting venues, taking minutes, preparing guest lists, maintaining a record of all graduation accessories and liaising with other departments to ensure the successful organization and facilitation of the event.
• Liaise with the maintenance department and raise job card requisitions to ensure the office and furniture are in good repair.
• Organize with the Security department for gate passes and ease of access by visitors to the department.
• Book venues and facilities for the Dean’s meetings.
• Assist in the organization and facilitation of CSOB Student Orientation Programs.
• Responsible for logistics of CSOB departmental functions, meetings, events, workshops, etc.
• Record departmental staff meeting minutes for reference purposes.
• Receive and secure manual and hard copies of CSOB documents and record issues brought in by students and faculty.
• Receive, record, secure and maintain confidentiality of all student disciplinary issues, cases and documents.
• Performs other duties as may be assigned from time to time by the Dean.

Educational/Professional Qualifications and Experience

• Bachelor’s degree in Business Studies from a recognized institution.
• Proficiency in computer applications.
• Demonstrate leadership skills.
• 3 years of relevant administrative work.
• Experience working in an academic/research Office will be added advantage.

Personal Attributes and 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.