Admin Assistant- Community Services- Faculty of Informatics & Computer Science
Job Purpose
The Admin Assistant is responsible for high-level of administrative and secretarial support to the direct manager, ensuring the smooth and efficient operation of the office. This role involves coordinating schedules, managing communication, organizing meetings, and supporting various projects and initiatives led by the direct manager.
Job Responsibilities
- Manage calendars, scheduling appointments, meetings, and events.
- Screen and respond to incoming calls, emails, and correspondence on behalf of the direct manager.
- Prepare and manage official documents, reports, presentations, and other materials as required.
- Maintain confidentiality in handling information.
- Arrange and coordinate meetings, including preparing agendas, meeting minutes, and follow-up actions.
- Organize virtual and in-person meetings, ensuring all required technology and resources are in place.
- Build and maintain effective working relationships with internal staff, external stakeholders, and academic partners.
- Maintain an organized filing system for electronic and paper records.
- Handle procurement and resource management for the direct manager ‘s office.
- Ensure smooth daily operations of the office, including managing office supplies and equipment.
- Assist in the planning and execution of events, initiatives, and projects under the direct manager’s leadership.
- Monitor the progress of assigned projects, providing updates and reports as needed.
- Undertake various duties as assigned by line manager.
Job Requirements
Educational Qualifications
- Bachelor’s degree in Business Administration, Management, or a related field.
- Certification in office administration is an advantage.
Experience
- Minimum 3 years of experience in administrative or assistant roles.
- Previous experience in an academic or higher education setting is highly desirable.
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with scheduling software and virtual meeting platforms (e.g., Zoom, Teams).
- High level of attention to detail and problem-solving skills.
- Ability to work independently and under pressure.
Competencies
Core:
- Interpersonal Skills
- Collaboration
- Integrity & Accountability
- Results Focus