Administrative Officer (Internal Vacancy)

The Administrative Officer assigned to the Office of the Dean of Instruction and Academic Programs provides comprehensive administrative, academic, and operational support to the Dean. The position serves as a key liaison among the Deans, faculty, students, academic departments, and external stakeholders. It coordinates academic processes, including records, scheduling, assessment, accreditation, and reporting.

Duties include but are not limited to the following:

Administrative Support

• Manage the Dean’s calendar, meetings, correspondence, and administrative requirements.
• Prepare reports, presentations, memoranda, correspondence, and other documents as required.
• Handle inquiries, confidential records, and special projects assigned by the Dean.

Academic Planning & Course Scheduling

• Coordinate semester and annual course schedules with Department Heads and Programme Coordinators.
• Coordinate classroom assignments, faculty teaching loads, and scheduling changes.
• Maintain academic calendars, examination schedules, timetables, and enrollment reports.

Curriculum Management & Academic Program Support

• Maintain curriculum files, programme specifications, course outlines, academic policies, and catalogues.
• Coordinate curriculum reviews, revisions, and approval processes.
• Support the implementation and monitoring of academic standards.

Student Learning Outcomes (SLO) Assessment

• Maintain and organize SLO records and assessment data at course, programme, and institutional levels.
• Monitor assessment timelines and assist with assessment reports and summaries.
• Support documentation of continuous improvement and quality assurance activities.

Academic Records & Reporting

• Maintain accurate academic records, databases, and reports related to programmes, courses, faculty, and student achievement.
• Prepare enrollment, retention, completion, graduation, and academic progression reports.
• Support degree audits, graduation clearances, system updates, audits, and external reporting.

Committee & Governance Support

• Prepare agendas, notices, minutes, and supporting documentation for academic committees.
• Record and distribute minutes, action items, and meeting summaries.
• Track committee recommendations and maintain committee records.

Accreditation & Quality Assurance

• Support accreditation, compliance, quality assurance, and academic audit activities.
• Compile self-studies, institutional reports, assessment reports, and supporting evidence.
• Track accreditation requirements, standards, documentation, and reporting deadlines.

Student Support & Academic Operations

• Assist with student registration, academic advising, appeals, and petitions.
• Support graduation and commencement activities, including graduation clearances.
• Prepare and publish graduation lists and academic notices.

Record Keeping & Data Management

• Maintain organized digital and physical filing systems for academic and administrative records.
• Maintain curriculum, assessment, committee, and accreditation repositories.
• Ensure records are secure, confidential, current, and retained according to requirements.

• Support institutional initiatives, events, and special projects.

Perform other related duties assigned by the Dean of Academics.

Competencies

• Excellent organizational, communication, minute-taking, report-writing, and document-management skills.
• Ability to analyze data, manage multiple deadlines, exercise sound judgment, and maintain confidentiality.

Qualifications and Experience

• Bachelor’s degree or professional equivalent
• 4 years of administrative support experience
• Working knowledge of the basic administrative processes of an institution of higher education or the ability to adapt the knowledge of comparable processes from a similar organization.

To Apply

Applicants should submit a cover letter of formal application, as well as a detailed resume of all educational and professional experiences together with copies of relevant credentials and three letters of reference. Applications should be addressed to the Human Resources Manager and should be submitted via BambooHR. For additional information, please call Ext 7087.

Salary: $43,488.87

Closing Date: September 25, 2026