Senior Administrative Assistant at Amref International University (AMIU)

Job Description

The Senior Administration Assistant will provide high-level, proactive, efficient, effective, and confidential service in support of the Deputy Vice-Chancellor Academic and Students Affairs (DVC-ASA). This role will involve managing various responsibilities, including diary management, correspondence, document preparation, event coordination, and general office administration.

Secretarial/Administrative support

• Provide crucial secretarial support to the DVC -ASA. This includes managing the office, making travel arrangements, handling telephone enquiries, drafting correspondence, managing filing systems, maintaining 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 DVC ASA and co-ordinate responses, acting as required and prioritising and anticipating action required and preparing routine responses;
• Ensure DVC ASA is appropriately briefed for internal and external engagements;
• Act as secretary to the DVC ASA committee 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 analyse data, including conducting internal and sector-wide research, supported with appropriate data analysis that provides the DVC with accurate and meaningful information

Customer Oriented/Teamwork/Collaboration

• As the first point of contact for the DVC ASA’s office, you will be key in managing and developing the DVC ASA’s high-level external communications with local, national, and internal stakeholders. Your influence will significantly shape the DVC ASA's image and relationships.
• You will manage the internal communication from the DVC ASA’s office, ensuring smooth operations and adequate information flow.
• A crucial part of the team, working with relevant AmIU offices in managing and organizing VIP visits, including lectures, graduation, and liaising with marketing and communication as appropriate. Your role will be integral in ensuring the success of these significant events.
• Arrange and provide hospitality for visitors

Planning and Organisation

• Instrumental in managing the day-to-day functioning of the DVC ASA’s office, ensuring that all operations run smoothly and efficiently. Your role will be crucial in working with the DVC ASA to meet deadlines and prompt action as required.
• Liaise and prepare for meetings with external contacts, 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 DVC.
• 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 and manage the DVC research portfolio.
• Maintain confidentiality of sensitive information.

Qualifications

Education Background

• A relevant Master’s degree from a recognized University.
• A relevant Bachelor’s degree from a recognized University.

Experience

• At least five (5) years experience in academic and administrative work in a university/college.
• Proficiency in Microsoft Office and adequate knowledge of databases.

Skills, Attitudes & Competencies

• A high degree of sensitivity and confidentiality.
• Ability to effectively manage stakeholder relations and filtering enquiries.
• 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-prioritise and multi-task.
• Strong interpersonal.
• Analytical skill.
• Team player.
• Result-oriented; report writing skills.
• Problem-solving skills.