Administrative Assistant, School of Engineering at American University of Nigeria (AUN)

SUMMARY OF POSITION:

• The Administrative Assistant School of Engineering is to contribute to the efficient day-to-day operations of the School of Engineering by providing administrative and clerical services in an effective and efficient manner. The position shall maintain confidential records, files , comprehensive records on budget expenditures for the Dean; assist in the timely, accurate preparation and distribution of meetings agendas and special events. The position is also expected to handle a variety of projects and tasks simultaneously, organize special events as required by the Dean and attend meetings, as assigned, to record minutes.

DETAILED LISTING OF RESPONSIBILITIES:

• Support department chairs with administration of programs in line with school policies.
• Track and maintain data on department programs, faculty and students.
• Analyze data on programs for key decisions.
• Performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation in the office of the School of Engineering.
• Maintains confidentiality, tact and respect for all contacts
• Prepares, gathers, and relays confidential information and material on a regular basis.
• Attends meetings, as assigned, to record minutes.
• Helps to organize and implement the Dean’s services for visitors and guests;
• Answers general phone inquiries in a professional and courteous manner
• Directs phone inquiries to the appropriate staff member
• Replies to general information requests with the accurate information
• Greets visitors to the University in a professional and friendly manner
• Uses computer word processing, spreadsheet, and database software Prepares and sends outgoing, mail, and packages on a timely basis
• Forwards incoming general e-mails to the appropriate staff member
• Data entry and upkeeps of the dept.'s databases, ensuring a high level of accuracy
• Perform other related duties as assigned from the Dean’s office to ensure effectiveness and efficiency in running of departments.

Requirements for the position:

• A Bachelor’s degree in Business Administration or any related field or excellent experience in a similar position.
• Minimum of three (3) years post NYSC experience working in the same or similar position.
• Excellent oral and written English communication skills.
• Proficiency in use of data and information management software as in MS Office Suite & Google Apps.
• Work cooperatively and effectively with others to set goals.
• Ability to undertake self-directed tasks when necessary.
• Excellent time management skills;
• Attention to detail;
• Capacity to prioritize by assessing situations to determine urgency;
• Ability to develop a work schedule, set goals, creates / implements actions plans and monitor progress towards goals;
• Ability to make clear, timely decisions.

Other requirements, abilities for the position:

• Ability to develop a work schedule, set goals, creates / implements actions plan and monitor progress towards goals.
• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining effective working relationships.
• Skill in typing/word processing and use of personal computer/software.
• Ability to maintain a high level of accuracy confidentiality.