Administrative Officer
Pwani University
Total years of experience :19 years, 5 Months
• Monitoring the Director Board of Undergraduate Studies e-mail inbox and bringing to her attention of relevant correspondence for information and/or action.
• Responding to e-mails on behalf of the Director Board of Undergraduate Studies, and/or providing the Director with draft e-mails and e-mail replies.
• Providing substantive and administrative support in managing the Director’s priorities and workflow and ensuring that management directives and decisions are properly carried out by the deadline.
• Assisting with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries and decision making by relevant organs in the University.
• Acting as the point of contact for students enquiring and applying for inter/intra school transfers.
• Processing physical and online inter/intra school transfer applications for submission to the Registrar (Academic and Students Affairs) and sharing with the Deans Committee for appropriate action.
• Performing manual and online verification of the credibility of applications for inter/intra school transfers in accordance with established University criteria.
• Coordinating physical and virtual meetings (via KENET Web Conferencing) as appropriate for the Board of Undergraduate Studies.
• Preparing and updating meeting agendas; correspondence; documents; draft reports and presentations.
• Communicating with participants; disseminating meeting information and materials in consultation with the Director, Board of Undergraduate Studies.
• Documenting the proceedings of meetings and maintaining records of minutes.
Administrative Assistant
• Ensuring seamless operation of the CEO’s office.
• Preparing operational documentation in consultation with the CEO and other directors.
• Organizing staff training and other annual events in liaison with departmental heads.
• Managing personnel records.
• Assisting in procurement of office supplies and equipment.
• Proof reading valuation reports from the valuation department before production of final copies.
• Responding to enquiries/complaints from staff and clients
• Providing customer care services including attending to visitors/clients and directing them accordingly.
• Managing incoming and outgoing calls.
• Receiving mails and distributing them to the appropriate officers/office.
• Filing of office documents.
• Maintaining office petty cash
• Ensuring office cleanliness and hygiene are maintained at all times.
• Supervising messengers.
• Handling reception incoming calls.
• Providing customer care services.
• Issuing out hotel room keys to resident guests.
• Carrying out elementary accounting procedures such as raising invoices and receipting.
• Book requests for hotel accommodation and conference facility.
• Filing office documentation.
• Offering general office administration support.