Job summary:
This position is responsible for providing support to the Quality Assurance Directorate by maintaining the day-to-day operations of the office, facilitating seamless communication, and contributing to the overall effectiveness of quality assurance initiatives such as curriculum development, faculty development, program assessment and review; performing secretarial duties and assisting with other related activities.
Key Responsibilities/Tasks/Duties:

Manage the Director. Quality Assurance’s calendar, schedule appointments and coordinate meetings
Handle incoming and outgoing communication including emails, phone calls and official correspondence.
Keep record of progress reports from the various academic sections and external stakeholders
Communicate to the various teams involved in Educational Effectiveness activities
Organize and maintain confidential files and records

Provide oversight on office management activities including:

Managing work schedule and paperwork for self, student assistants, and ensuring full day coverage of office;
Managing supplies i.e. ordering supplies for everyone in office, maintaining a three-day “work supplies” and keeping and updating the list of vendors;
Preparing contracts for external program reviewers and facilitators, and ensuring that reviewers and facilitators are paid; and
Running miscellaneous errands as necessary.

Performing secretarial activities including:

Recording appointments and making reminders to external participants, internal participants and the Director, Quality Assurance;
Attending all Educational Effectiveness meetings, standing meetings and others as requested to take minutes;
Disseminate meeting invitations/links, agendas, minutes and other relevant documents; and
Performing other secretarial activities including typing, copying, filing, answering phones etc.

Providing logistical and administrative support in accreditation activities including:

Booking venues for accreditation meetings
Coordinating the receipt and hosting of accreditation teams

Other expectations include but are not limited to:

Participation in professional development activities and university-wide activities
Performing other duties as they arise.

Qualifications /Educational/Professional/experience)

Bachelor’s degree from an accredited university.
3 years' experience in an academic/student advising setting preferably in an institution of higher learning.
Advanced Secretarial qualifications.
Proficiency in computer applications

Personal Attributes & Competencies

Excellent communication skills;
Excellent organizational skills;
Time management skills;
Interpersonal skills;
Confidentiality and integrity;
Team player with excellent interpersonal skills;
Relationship builder & effective negotiator;
Good communication skills;
Self motivated;
Attention to detail; and
Adaptability and reliability.