Business Operations Associate

Job Description Business Opeartions Associate

Department

Administration

Reporting To

Administrative Officer / Deputy Registrar

Job Summary

The Business Operations Associate responsible for providing administrative and clerical support to the Deputy Registrar and Administrative Officer to ensure the efficient functioning of the University's administrative office. The role involves handling documentation, maintaining records, processing files, coordinating office activities, and assisting with day-to-day administrative operations in accordance with University policies and procedures.

Key Responsibilities

1. Administrative Support

• Assist the Deputy Registrar and Administrative Officer in day-to-day administrative activities.
• Provide clerical support for routine office operations.
• Support the preparation of official letters, notices, reports, and other administrative documents.

2. File & Record Management

• Maintain physical and digital files in an organized manner.
• Assist in the movement of files between departments and ensure proper tracking.
• Update file registers and maintain document records.
• Archive and retrieve documents as required.

3. Documentation

• Prepare drafts, letters, circulars, and official correspondence.
• Maintain inward and outward registers for official communications.
• Ensure proper filing and indexing of administrative records.

4. Office Coordination

• Coordinate with various departments for administrative requirements.
• Assist in scheduling meetings and maintaining meeting records.
• Support the organization of University events, meetings, and administrative activities.
• Handle routine communication with internal stakeholders.

5. Office Operations

• Maintain office registers, stationery records, and administrative inventories.
• Assist in procurement-related documentation and follow-up activities.
• Support general office operations to ensure smooth functioning.

6. Data Entry & Reporting

• Perform data entry in University ERP systems and Microsoft Office applications.
• Update administrative databases and maintain accurate records.
• Prepare routine reports and administrative summaries as required.

7. Compliance & Confidentiality

• Ensure all administrative documents are maintained as per University policies.
• Maintain confidentiality of official records and sensitive information.
• Assist during audits by providing required documents and records.

Qualifications

• Bachelor's Degree from a recognized University.

Experience

• 1–3 years of relevant experience in clerical, administrative, or office support roles, preferably in a University, educational institution, or corporate office.

Skills Required

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good written and verbal communication skills.
• Strong organizational and documentation skills.
• Basic knowledge of office administration and record management.
• Familiarity with ERP systems will be an added advantage.
• Ability to work in a team and coordinate with multiple departments.
• Attention to detail and accuracy in documentation.
• Time management and multitasking abilities.

Key Performance Indicators (KPIs)

• Timely processing and movement of administrative files.
• Accuracy in documentation and record maintenance.
• Timely preparation of official correspondence and reports.
• Efficient support to the Deputy Registrar and Administrative Officer.
• Proper maintenance of inward/outward registers and office records.
• Timely completion of assigned administrative tasks.
• Compliance with University administrative procedures and documentation standards.