Administrative Assistant

Main purpose of the job

The Administration Assistant will provide proactive, efficient, effective, and confidential service in support of the Registrar Academic Affairs. This role will involve managing a diverse range of responsibilities, including diary management, correspondence, document preparation, event coordination, and general office administration.

Key Responsibilities:

Key Areas

1. Secretarial/ Administrative support

Deliverables:

•Provide secretarial support to the Registrar Academic Affairs, including management, making travel arrangements, Telephone enquiries, drafting correspondence, managing filing systems, 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 Registrar Academic Affairs and co-ordinate responses, acting as required and prioritizing and anticipating action required and preparing routine responses;

• Ensure Registrar Academic Affairs is appropriately briefed for internal and external engagements

• Act as secretary to the Registrar Academic Affairs 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 analyze data, including conducting internal and sector- wide research, supported with appropriate data analysis that provides the Registrar Academic Affairs with accurate and meaningful information.

2. Customer/Teamwork

Deliverables:

• To be the first point of contact for the Registrar Academic Affairs’ office

• Receive and dispatch information from/to students concerning admissions, class attendance, examinations and graduations

• Manage and develop the Registrar Academic Affairs external communications with local, national and internal stakeholders

• Manage the internal communication from the Registrar Academic Affairs’ office

• Work with relevant AmIU offices in managing and organizing VIP visits, including lectures, graduation and liaising with marketing and communication as appropriate

• Arrange and provide hospitality for visitors.

3.Planning and Organization

Deliverables:

• Manage the day-to-day functioning of the Registrar Academic Affairs’ office

• Work with the Registrar Academic Affairs to ensure deadlines are met, prompting action as required

• To liaise and prepare for meeting with external contacts and 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 Registrar Academic Affairs.

• 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, manage Registrar Academic Affairs research portfolio

• Maintain confidentiality of sensitive information.