Office Administrator – Center for Executive Education

 Nov 22, 2023

United States International University-Africa (USIU-Africa) is a Higher Learning Institution based in Nairobi, Kenya and is the most diverse university in East and Central Africa with about 6,000 students from over 70 nations, and a global network of more than 25,000 alumni.

USIU-Africa is the only university in Sub-Saharan Africa whose 38 Undergraduate, Graduate and Doctoral degree programs are accredited by both the Kenya Government through the Commission for University Education (CUE), and by the American Government through the WASC Senior Colleges and Universities Commission (WSCUC).

In line with our commitment to providing quality, affordable education through excellent service delivery, USIU-Africa is seeking to recruit suitable candidates for the position below:

Office Administrator: Center for Executive Education (CEE)
The position holder plays a crucial role in supporting the efficient functioning of short courses by providing administrative and business development support. This position involves handling various tasks to ensure smooth operations and effective communication with all stakeholders.

Key Responsibilities/Tasks

1. Communication:

• Respond to communication from students, faculty, staff and external clients via phone, email, and in person.
• Draft and internal and external communications for approval by the Center Manager or Business Development Manager as required.
• Schedule and coordinate meetings, appointments, and events.

2. Record Keeping:

• Maintain accurate and up-to-date records of student registrations, attendance, and certification.
• Assist in the preparation and distribution of training materials.

3. Student Support:

• Aid trainees regarding course information, schedules, and registration processes.
• Collaborate with other departments to address student inquiries and concerns.

4. Data Entry:

• Input and update student information in the database system.
• Compile and organize data for reporting purposes.

5. Administrative Support:

• Assist in the preparation of documents, presentations, and reports.
• Coordinate logistics for workshops, seminars, and other events.
• Create awareness of programs on offer to potential students and faculty.

6. Financial Administration:

• Process invoices, receipts, and expense reports.
• Assist in budget tracking and financial record-keeping.

7. Collaboration:

• Collaborate with other administrative staff to streamline processes and improve efficiency.
• Work closely with faculty and other departments to ensure cohesive operations.

8. Admissions Assistance:

• Support the admissions process by processing applications and maintaining admissions records.

9. Technology Proficiency:

• Utilize office software, email, and other technology tools effectively.
• Provide basic technical support to faculty and students as needed.

10. Office Management:

• Maintain a well-organized and tidy office space.
• Manage office supplies and place orders as needed.
• Ensure office equipment is in working order and coordinate repairs.

Qualifications:

• Bachelor’s degree from a recognized institution.
• Proficiency in computer applications.
• Demonstrate leadership skills.
• 3 years of relevant administrative work.

Personal Attributes & Competencies:

1. Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner.
2. Must possess strong interpersonal skills.
3. Must be able to communicate clearly, both written and verbally.
4. Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.
5. Must be able to prioritize and plan work activities so as to use time efficiently.
6. Must be organized, accurate, thorough, and able to monitor work for quality.
7. Must be dependable, and able to follow instructions.
8. Must exhibit high ethical standards.
9. Must be able to improve performance through management feedback.

If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line: “Office Administrator – Center for Executive Education’. Interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, names and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Friday, December 1, 2023 to:

Director Administration,
United States International University – Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: [email protected]

USIU-Africa is an equal opportunity employer