JOB SUMMARY
The School Administrator for the Department of Vocational Arts will play a critical role in ensuring the smooth and efficient operation of the department. This role involves managing administrative tasks, coordinating class schedules, supporting faculty and students, and serving as a liaison between the department and other university departments. The ideal candidate will have strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving.
DUTIES AND RESPONSIBILITIES
Administrative Support:
Manage the daily operations of the office, including handling phone calls, emails, and correspondence.
Maintain and update department records, files, and databases.
Prepare and distribute memos, reports, and other department communications.
Order and manage office supplies and equipment.
Scheduling and Coordination:
Coordinate class schedules, room assignments, and faculty availability.
Assist in the preparation and dissemination of the weekly class schedule.
Coordinate meetings, workshops, and events for the department.
Liaise with students, faculty, and staff to resolve scheduling conflicts.
Faculty and Student Support:
Provide administrative support to faculty, including assisting with travel arrangements, conference registrations, and reimbursements.
Serve as the first point of contact for student inquiries and provide information on department programs and policies.
Assist in the onboarding process for new faculty and staff members.
Budget Management:
Assist in preparing and monitoring the department's budget.
Process invoices, track expenditures, and ensure compliance with university financial policies.
Maintain financial records and provide reports as needed.
Communication and Liaison:
Act as a liaison between the department and other university departments, including finance, human resources, and academic affairs.
Facilitate communication between faculty, students, and staff.
Ensure that all departmental communications are accurate and timely.
Event Planning:
Assist in organizing department events, such as seminars, conferences, and exhibitions.
Coordinate logistics for events, including catering, venue setup, and promotion.
Compliance and Records Management:
Ensure that the department complies with all university policies and procedures.
Maintain accurate records of student attendance, grades, and other academic Information.
Handle confidential information with discretion.
KEY REQUIREMENT SKILLS AND QUALIFICATION
Bachelor's degree in Business Administration, Office Management, or a related field.
3-5 years of administrative experience, preferably in an academic setting.
Experience in managing office operations and supporting multiple stakeholders.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Proficiency in office software (e.g., Microsoft Office, Google Workspace).
Ability to work independently and as part of a team.
Familiarity with budget management and basic accounting principles.
