Executive Secretary to the DVC ARSA at Tangaza University College

Overall Responsibility:

• The Executive Secretary will be expected to provide a high level confidential and professional administrative support to the DVC ARSA’S office. The role will act as a central point of contact and provide all necessary support and assistance for the DVC ARSA and the efficient running of the Office.

Key Duties and Responsibilities:

• To maintain daily schedules and coordination of the Deputy Vice Chancellor’s Office commitments.
• To arrange and coordinate appointments and meetings for the DVC ARSA.
• Provide high level secretarial support to the DVC including responsibility for:
  • Diary management
  • Day to day communications (telephone, email, received correspondence) with internal and external stakeholders.
  • Draft correspondence
  • Proofing Deputy Vice-Chancellor reports and documents
  • Undertake general research and documentation of material at the request of the DVC and prepare written reports and data tables as required.
• Support the University in preparation of reports for the University Trustees and committees of the University council as required by the Supervisors.
• Ensure follow up with the relevant Officers on implementation of action points from the governance organs and University Management meetings.
• To act as secretary to the Executive and DVC committee meetings (internal and external) working with the Chair to proactively provide timely agenda and minutes and appropriate follow up.
• Establish and monitor follow up / actions required from the Office of the Deputy Vice Chancellor and respond to various university boards, as well as their sub committees to ensure deadlines are met.
• Assist in the implementation of the university strategic plan
• To make all logistical arrangements including travel, for the DVC ARSA.
• To manage accurately and efficiently to all enquiries and those who report to DVC.
• To deal with sometimes distressing situations on behalf of the DVC, ARSA and Student Experience, as first point of contact.
• Upload and maintain new academic programmes in the CUE (Commission for University Education) system, ensuring accuracy and compliance with regulatory requirements.
• To appropriately execute any other duties as directed by the Deputy Vice Chancellor, or other senior university officers.

Qualifications and Experience

• A Degree in Business Administration or any other related field. ( A Masters will be an added advantage.)
• A minimum working experience of 3 years working with top management staff
• Must be highly proficient with multiple Microsoft office systems and other related Software

Skills and competencies

• Excellent communicator, a good listener and dedicated to detail.
• A wide exposure, broad knowledge and up to date with current University affairs.
• Able to work perfectly under strict deadlines and pressure.
• Able to take up emergency assignments and perform them effectively.
• Upholds sound work ethics and is highly disciplined.
• Cultural awareness and sensitivity.
• Possessing tenacious attitude, friendly, honest, trustworthy, respectful and flexible.