Role Purpose
The Administration Officer will be responsible for ensuring the smooth running of all administrative functions at the institution. The role involves managing day-to-day operations, supporting academic and non-academic staff, and ensuring an efficient and conducive learning environment for students.
Key Responsibilities
Administrative Support
Manage office operations, including filing, correspondence, and scheduling meetings.
Maintain accurate records of students, staff, and inventory.
Assist with the preparation and dissemination of timetables, examination schedules, and academic calendars.
Monitor and manage the institutions communication channels, including email, phone, and official notices.
Student Management
Oversee student enrollment processes, ensuring accurate documentation and smooth transitions.
Maintain up-to-date student records, including attendance, academic performance, and disciplinary actions.
Address student inquiries and concerns, providing timely and professional responses.
Staff Coordination
Support teaching and non-teaching staff in administrative matters, such as leave applications, staff records, and payroll coordination.
Assist in organizing staff training, workshops, and meetings.
Maintain confidentiality in handling staff records and sensitive information.
Facility Management
Ensure classrooms, workshops, and other facilities are well-maintained and equipped.
Coordinate with maintenance staff to address repairs and upkeep of college infrastructure.
Manage procurement of office supplies, teaching materials, and equipment.
Financial Administration
Collect and record student fees, issuing receipts and maintaining financial accuracy.
Assist the finance department in budget tracking and petty cash management.
Prepare monthly financial and administrative reports for the Principal or College Administrator.
Event Planning and Coordination
Assist in organizing college events, including graduation ceremonies, open days, and extracurricular activities.
Ensure proper logistical arrangements, including venue, materials, and communication with stakeholders.
Compliance and Reporting
Ensure the college complies with government regulations, including education policies and health and safety standards.
Prepare and submit required reports to relevant education authorities.
Any Other Duties
Perform additional tasks as assigned by the Principal or College Administrator to support the efficient operation of the college.
Experience
Strong organizational skills and attention to detail.
Proficiency in office software (e.g., MS Office Suite).
Excellent communication and interpersonal skills.
Ability to work independently and manage multiple tasks.
Skills and Competencies
Understanding of educational systems and policies.
Strong problem-solving and decision-making abilities.
Confidentiality and professionalism in handling sensitive information.
Ability to build and maintain positive relationships with staff, students, and stakeholders.