The Executive Assistant to the Vice Chancellor (VC), relieves the VC of operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University's role within the wider community. The Executive Assistant to the VC has recurring contact with members of the Senior Management Team, Senior Administrators and Executives, Academic heads, public and private officials, the media, students, staff and parents. The Executive Assistant to the VC exercises initiative and independent judgment in managing the VC’s schedule and the office’s daily activities in a manner that reflects the VC’s priorities and the IHSU’s mission, vision and values. The Executive Assistant to the VC uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the University and coordinates activities with several major subordinate administrative units of the University. The Executive Assistant demonstrates commitment to continuous quality improvement and to providing outstanding service to a variety of internal and external University stakeholders and maintaining an overall standard of excellence for the staff in and out of the Office of the VC.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Master’s degree with at least 2 years’ experience, and or A Bachelor’s degree with 3-5 years’ experience in a similar or related role.
- Strongly desirable:
- At least 2-5 years of increasingly responsible secretarial, administrative, communications, and management experience.
- Track record of successfully managing simultaneous projects and meeting deadlines consistently in a fast-paced work environment
- Experience in project management, research, report, newsletter, and grants writing
- Strong IT skills—Proficient with multiple computer applications
- An extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis.
- Proven track record of management in an executive environment.
- Requires an understanding of all entities within the University and their relations and interface to the University and demonstrated experience consulting and advising senior-level executives.
Knowledge, Skills and Abilities: Required
- Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
- A precise command of grammar, punctuation, spelling, and the correct usage of the English language
- Attention to detail and being able to follow through effectively
- Adeptness with multitasking and problem solving
- Computer literacy: includes keyboarding ability and proficiency with word processing, spreadsheets, graphics, and presentation software.
- Excellent organizational and planning skills
- Must be able to work independently, use initiative, and make substantive decisions quickly.
- The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is also required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Facilitates the efficient utilization of the VC’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
- Promotes a positive image of the University by greeting and receiving visitors to the VC’s office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative and knowledgeable information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, facilitating decision-making, and following up to determine the inquirer's satisfaction with the response.
- Serves as a liaison between the VC and other University administrators, members of the University Council (where necessary), public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information and providing information to the VC, and representing the VC’s Office on select University and civic committees.
- Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, file, and similar confidential items.
- Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
- Assists the VC in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the VC’s signature.
- Serves as event coordinator for various functions of the VC’s Office including the Charity and Community Projects, Rose’s Journey Scholarship Program, The Exit Career Package Workshops, Speaking Engagements, Public Lectures, and Collaborating Partners Visits.
- Serves a liaison between the VC and Executive and Senior Management (Exec/SMT) in developing and distributing weekly Exec/SMT agendas/minutes/action points to members.
- Facilitates efficient and cost-effective official travel for the VC and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
- Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
- Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
- Assists with development and management of the budgets under control of the VC’s Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, completing budget transfers (where necessary), and verifying and approving all international travel for the University.
- Facilitates the success of events hosted by the VC's office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
- Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
- Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the VC.
- Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.
SUMMARY KEY AREAS
- Complex Schedule Management
- Management of Communication
- Strategic Planning and Execution Support
- Operational Oversight in collaboration with Office of the Registrar and HR
- Event, Project Management and Resource Mobilization
- Curriculum Development Support
- Monitoring and Evaluation
The Executive Assistant to the VC is supervised by the VC and supervises Student Workers, Research Assistants, Interns and other Administrative Assistants attached to the VC’s office.
Physical Effort and Work Environment
The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional to medium standing or walking (including stair climbing), and/or the lifting and carrying of small objects.
Submit: i.e Updated Curriculum Vitae (CV) and two (02) referees, signed Cover letter, copies of Academic papers, to: The Human Resources, International Health Sciences University (IHSU).
DEADLINE: 20th October 2017