Executive - Faculty Office

The Executive supports day-to-day operations of the faculty / programme(s), organise and maintain files and records in the system. The role involves coordinating and executing various administrative functions to ensure the efficient operation of the office and effective communication with internal and external stakeholders. This position is also responsible for scheduling periodical meetings, coordinating faculty/school’s events and taking meeting minutes.

KEY RESULT AREAS / RESPONSIBILITIES

• Assist with system support and setup, such as Lecture Profile, as required.
• Assist in scheduling meetings and preparing meeting materials, including agendas, meeting papers, venue bookings, and logistical arrangements.
• Assist in coordinating moderation documents, including uploading sample answer scripts and arranging result moderation meetings.
• Support the organisation of faculty/school activities, ceremonies, events, projects, and partner university transfer briefings.
• Assist in compiling information and coordinating teaching workload planning.
• Liaise with relevant departments to facilitate the smooth coordination of administrative activities.
• Maintain and update online and physical filing systems, ensuring proper documentation and confidentiality of records.
• Provide administrative support to the Head of Schools and Programme Directors on programme-related matters and documentation.
• Assist with administrative arrangements for External Examiners, Adjunct Lecturers, and Visiting Lecturers, including appointment documentation and related correspondence.
• Assist in preparing documents and coordinating administrative requirements for accreditation activities and internal and external audits.
• Assist with resource bookings, accommodation, and transportation arrangements for external stakeholders.
• Perform other administrative duties as assigned and follow up on outstanding tasks with relevant personnel.

JOB SPECIFICATIONS

MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION

Degree in any field.

RELATED EXPERIENCE

At least 2 years of working experience, preferably in an educational institution.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Time management

• Written and oral language proficiency

• Results oriented

• Strong operational and administrative skills

• Project management skills

• Problem solving skills

• Computer savvy

COMPETENCIES (BEHAVIOURAL)

• Attention to details

• Dedicated and trustworthy

• Diligent.

• Strong sense of responsibility

• Works with integrity

• Upholds organisational values

• Result oriented with a drive to succeed and achieve goals

• Flexible and adaptable

• Good team player