Job Description

Administration support

• Provide administrative and logistical support to the Graduate School to ensure the functionality and coordination of the School’s activities
• Prepare, edit and distribute correspondence, reports, agendas and other documents as needed
• Schedule and coordinate meetings, appointments and events for graduate program staff and faculty, including room bookings and virtual meeting setups
• Maintain accurate and organized records, including student files, program documentation, and faculty records in compliance with the CUE regulations, university polices and confidentiality standards
• Participate in the implementation of the Graduate School work plans
• Provide timely, comprehensive and conclusive customer responses through emails and phone calls
• Collaborate with the Finance Department to support monitoring of department finances (income/debtors’ analysis) and ensure appropriate reconciliation with the ERP
• Establish and maintain a database of the trainers, trainees and collaborating partners, including contacts
• Create and maintain both electronic and hard-copy filing systems for student records, including assignments and examinations

 Student and Program Support

• Assist with graduate student onboarding, including processing applications, enrollment forms and other admissions-related documents
• Respond to inquiries from prospective and current graduate students regarding program requirements, deadlines and procedures
• Coordinate logistics for graduate student events, such as orientations, workshops, thesis/dissertation defenses and graduation ceremonies
• Track student progress, including degree milestones and assist with maintaining records for degree audits.

Contract administration – Part-time lecturers

• Ensure timely contract requests (RRFs) for part-time lectures, temporary staff and interns are processed in the ERP according to approved course loading and other requirements.
• Follow up with the part-time lecturer to sign and submit contracts and required documents
• Submit signed contracts along with relevant documentation to HR for payroll processing
• Ensure timely requests for contracts (RRFs) for temporary staff and interns are raised and contracts issued as required

Financial and procurement Tasks

• Process expenses reimbursements, purchase orders and invoices in accordance with the University Finance Policy Manual
• Assist in preparing and monitoring program budgets, including tracking expenditures and generating financial reports
• Coordinate travel arrangements and reimbursements for faculty and visiting scholars

Event and project coordination

• Plan and execute graduate school events e.g open houses, seminars and conferences, including logistics, catering and promotional material
• Support special projects such as accreditation reviews, program evaluations or curriculum updates as assigned

Compliance and Policy Adherence

• Ensure compliance with university policies, CUE regulations and accreditation standards in all administrative processes
• Handle sensitive and confidential information with integrity and in accordance with the Data Protection Act and other relevant regulations

Qualifications

• Bachelor’s degree in business administration, social sciences, health or related health science fields.

Experience

• At least three years’ experience of administrative or office support, preferably in a higher education or academic environment
• Experience working with students, faculty or academic programs
• Proficiency in Microsoft Office and adequate knowledge of databases and Learning Management Systems (LMS)
• The ability to multitask and excellent organizational skills