Administrative Secretary at Dalewares Institute of Technology

Responsibilities
General Administrative Duties:

• Managing office records, files, and confidential documents.
• Preparing letters, memos, reports, and official correspondence.
• Receiving and attending to visitors, students, staff, and external officials.
• Scheduling meetings, appointments, and institutional events.
• Taking minutes during meetings and preparing reports.
• Communication and Coordination
• Handling telephone calls, emails, and internal communications.
• Coordinating communication between management, departments, staff, and students.
• Disseminating circulars, notices, and announcements.
• Records and Documentation
• Maintaining staff and student records.
• Keeping accurate inventories of office materials and equipment.
• Filing accreditation and institutional documents.
• Office Management
• Supervising clerical activities within the office.
• Monitoring office supplies and requesting replenishment.
• Ensuring proper organization of administrative processes.
• Academic Support Functions
• Assisting in processing admissions, registration, and examination records.
• Supporting accreditation exercises and academic audits.
• Preparing timetables, schedules, and institutional reports when required.
• Financial and Logistic Support
• Assisting in budget preparation and petty cash documentation.
• Processing payment documents and requisitions.
• Coordinating logistics for meetings, seminars, and workshops.

Departmental Administrative Secretary:

• Working directly within an academic department and supports the Head of Department (HOD), lecturers, and students.
• Departmental Office Administration
• Managing the departmental office and daily operations.
• Maintaining departmental records, files, and correspondence.
• Typing and preparing departmental documents and reports.
• Support to the Head of Department
• Assisting the HOD with scheduling and administrative coordination.
• Preparing meeting agendas and recording minutes.
• Monitoring implementation of departmental directives.
• Student Records and Academic Support
• Keeping student academic records and files.
• Assisting with course registration and clearance processes.
• Managing examination records, results, and attendance documentation.
• Providing information and guidance to students on departmental procedures.

Communication Duties:

• Issuing notices, memos, and departmental announcements.
• Liaising between students, lecturers, and the HOD.
• Coordinating departmental meetings and seminars.
• Examination and Accreditation Support
• Assisting during examinations and result processing.
• Organizing documents needed for accreditation visits.
• Maintaining course files and accreditation evidence.
• Clerical and Data Management
• Data entry and management of departmental databases.
• Maintaining inventory of departmental equipment and materials.
• Ensuring proper filing and retrieval of documents.
• Confidentiality and Professional Conduct
• Handling sensitive academic and staff information confidentially.
• Maintaining professionalism in dealing with staff and students.

Qualifications

• Interested candidates should possess an OND, NCE, HND, or Bachelor's Degree with 5 years experience.

Key Skills Required:

• Both positions generally require:
• Good communication skills
• Computer literacy (Microsoft Word, Excel, email usage)
• Record-keeping and filing skills
• Time management and organization
• Confidentiality and professionalism
• Ability to multitask and work under pressure
  Proximity is key