Administrative Officer at James Hope University Business School

Job Summary

• The Administrative Officer provides essential support to the university's administrative operations, ensuring efficient and effective management of various administrative tasks.
• This role requires a detail-oriented individual with excellent organizational and communication skills to handle a variety of administrative responsibilities, facilitating the smooth functioning of the department.

Key Responsibilities
Administrative Support:

• Manage and organize the daily operations of the office. Handle correspondence, including emails, phone calls, and mail.
• Schedule meetings, appointments, and events, maintaining the department calendar.

Record Keeping:

• Maintain accurate and up-to-date records, files, and databases.
• Prepare and manage documents, reports, and presentations as needed.
• Ensure compliance with university policies and procedures regarding document handling and storage.

Financial Management:

• Assist with budget preparation and monitoring.
• Process invoices, reimbursements, and other financial transactions.
• Track expenses and ensure accurate financial reporting.

Communication:

• Serve as a liaison between the department and other university offices.
• Prepare and distribute internal and external communications.
• Coordinate the dissemination of information to students, faculty, and staff.

Event Coordination:

• Plan and organize department events, such as conferences, workshops, and seminars.
• Coordinate logistics, including venue booking, catering, and materials preparation.
• Assist with event promotion and registration.

Support to Faculty and Staff:

• Provide administrative support to faculty and staff, including travel arrangements and expense reporting.
• Assist with the recruitment and onboarding of new employees.
• Manage office supplies and equipment, ensuring adequate inventory.

Student Services:

• Assist students with inquiries and provide guidance on administrative processes.
• Coordinate student activities and support services as needed.
• Maintain student records and confidentiality by university policies.

Qualifications

• Bachelor's Degree in Business Administration, Management, or a related field.
• Proven experience in an administrative or office management role, preferably in an academic setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively within a team.
• Attention to detail and a high level of accuracy in work. Knowledge of university policies and procedures is an advantage.

Working Conditions

• Full-time position, typically during standard business hours. Occasional evening or weekend work may be required for events or special projects. Office environment with frequent use of computers and other office equipment.