The Administrative Officer will coordinate, oversees, and/or performs
a wide variety of support activities, secretarial services, and confidential
assignments for the office or college.
The role will be directly reporting to the Dean.
KEY RESULTS/ACCOUNTABILITIES EXPECTED FROM THE ROLE:
Provides staff and office support for the office/college, that include
screening and handling telephone communications, greeting and directing
visitors, and dealing with administrative issues and inquiries as they arise.
Organizes and facilitates meetings and special events; schedules and
coordinates dates and times, venues, attendance, agendas, and facilities; takes
minutes, and provides administrative support and follow-up on matters arising
from meetings.
Composes and prepares written documentation and correspondence for the
office; screens and evaluates incoming and outgoing correspondence and prepares
responses as appropriate.
Assists in the scheduling and coordination of the manager's appointments
and travel arrangements.
Gathers, enters, and/or updates data to maintain departmental records
and databases, as appropriate; establishes and maintains files and records for
the office.
Guides and oversees the work of newly appointed junior staff and/or
trainee students when engaged in related support activities.
Coordinates and oversees the day-to-day management of supplies and
equipment for the office.
Enhances professional growth and development through participation in
educational programs, current literature, in-service meetings, and workshops.
Performs miscellaneous job-related duties as assigned.
QUALIFICATIONS AND EXPERIENCE:
Bachelor’s degree in business administration or a related field.
3- 5 years of experience that is directly related to the duties and
responsibilities specified.
KNOWLEDGE AND SKILLS:
Records maintenance skills.
Strong interpersonal and communication skills and the ability to work
effectively with staff from a diverse community.
Ability to create, compose, and edit correspondence and other written
materials.
Skill in organizing resources and establishing priorities.
Word processing and/or data entry skills.
Ability to coordinate and organize meetings and/or special events.
Database management skills.
Knowledge of planning and scheduling techniques.
Ability to provide leadership and guidance to administrative support
staff and/or students.
WORKING CONDITIONS:
Work is normally performed in a typical interior/office work
environment.