School Administrator- Karen, Magadi Road at Brites Management

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.