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.

Requirements

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.