Senior Office Administrator at United States International University - USIU Africa

Job Summary

The Senior Office Administrator plays a crucial role in providing administrative support to the Deputy Vice-Chancellor, Finance and Operations. This position involves a combination of organizational, communication, and clerical tasks to ensure the efficient operation of the office.

Key Responsibilities/Tasks

Administrative Support:

• Manage the DVC's calendar, schedule appointments, and coordinate meetings.
• Prepare and distribute meeting agendas, minutes, and other relevant documentation.
• Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.

Financial Administration:

• Assist in budget management and financial reporting processes.
• Process financial transactions, including expense reports, reimbursements, and invoices.
• Maintain accurate financial records and documentation.

Coordination and Communication:

• Serve as a liaison between the DVC and other divisions, departments, staff, and external stakeholders.
• Coordinate logistics for events, conferences, and other official functions.
• Draft and proofread documents, reports, and presentations on behalf of the DVC.

Record Keeping:

• Organize and maintain confidential files and records.
• Ensure compliance with record-keeping policies and procedures.

Office Management:

• Manage office supplies, equipment, and facilities.
• Coordinate office logistics, such as space planning and maintenance.

Special Projects:

• Support the DVC in special projects and initiatives as needed.
• Conduct research and compile data for reports and presentations.

Manage the DVC's calendar, schedule appointments, and coordinate meetings.

• Prepare and distribute meeting agendas, minutes, and other relevant documentation.
• Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.

Minimum Educational Qualifications and Professional Experience:

• Bachelor's degree from an accredited university.
• 3 years experience as an office administrator or a related position.
• Advance Administrative Support.
• Digital Proficiency.

Personal Attributes & Competencies:

• Excellent communication skills.
• Organizational skills.
• Time management skills.
• Interpersonal skills.
• Confidentiality and integrity.
• Team player with excellent interpersonal skills.
• Relationship builder & effective negotiator.
• Self-motivated.
• Attention to detail.
• Adaptability and reliability.

If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line of the email address the position you are applying for.

Adjunct faculty with the exceptional credentials are encouraged to apply, and all interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, names and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Thursday, January 4, 2024 to:

Director Administration,
United States International University - Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-finance@usiu.ac.ke