Job Description

Degree Level: Bachelor's Degree
:
SUMMARY OF FUNCTIONS:
The Administrative Officer performs a wide variety of essential operational, administrative, and secretarial support activities for the Office of the Vice-Chancellor for Academic Affairs, assisting the Senior Officer in the implementation and day-to-day execution of key academic support functions.
ESSENTIAL DUTIES & RESPONSIBILITIES:

• Implements administrative processes and procedures related to Academic Affairs as directed by the Senior Officer, ensuring compliance with established guidelines.

• Performs a range of logistical and administrative duties related to the faculty recruitment and selection process, including preparing required documentation, coordinating communications, and liaising with relevant university offices (such as Human Resources and Public Relation Office) to ensure the timely processing of work permits and the smooth onboarding of new faculty members. Responsibilities also include drafting standard correspondence and maintaining accurate and organized candidate records.

• Provides necessary administrative support for the Annual Faculty Evaluation and Promotion processes, including gathering required documentation, scheduling meetings, and tracking adherence to established timelines.

• Assists the Senior Officer in liaising and collaborating with colleges, offices, and internal stakeholders by scheduling meetings and preparing necessary briefing materials.

• Provides staff and office support as needed, including screening and handling telephone communications, greeting and directing visitors, and addressing routine administrative issues and inquiries as they arise

SUPERVISION:
Reports to: Senior Officer, Academic Affairs.
QUALIFICATIONS & EXPERIENCE:
At least an undergraduate degree with two years of professional experience in a related role, preferably within the higher education environment.
KNOWLEDGE & SKILLS:

• Strong organizational skills and the ability to prioritize workflow.
• 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.
• Excellent customer service skills.
• Database management skills.
• Awareness of confidentiality protocols and data protection standards in handling applicant and personnel information.
• Prior knowledge in using HR and recruitment systems (e.g., applicant tracking systems) and institutional databases is a plus.
• Familiarity with recruitment and selection procedures, including advertising, shortlisting, interviewing, and onboarding.
• Demonstrated ability to prepare correspondence, maintain accurate candidate records, and support communication between departments (e.g., Academic Affairs, colleges, and other related offices).
• Demonstrated ability to handle multiple priorities in a fast-paced, confidential setting while ensuring accuracy and compliance.

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.

Skills Required