ADMINISTRATIVE ASSISTANT – Midlands State University

Qualifications and Experience
A Bachelor’s degree in English/Communication/Linguistics or equivalent
A Masters degree in English/Communication/Linguistics or Education degree in English or an Administration Degree with a background in English will be an added advantage
Good computer skills (a must)
Experience working in a university will be an added advantage

Key Competencies
Excellent written and oral communication skills.
Proficiency in Microsoft packages
High degree of computer literacy
Planning and organizing skills
Should possess good interpersonal and communication skills in order to interact effectively at all levels
Language proficiency will be assessed through practical test during the selection process

Duties and Responsibilities
The incumbent will assist the Director – University Secretariat in:
Servicing of major meetings of the University including the Executive Committee of Council and Nominations and Human Resource.
Preparing for meetings that the University Secretariat directly services by ensuring that: – relevant documents are in place and in presentable form, members of Council or Committees are timeously informed of impending meetings, relevant documents are circulated to members timeously.
Maintaining an updated list of names of Councillors and their contact details.
Inducting and training committee secretaries.
Providing guidance and guidelines to Committee Secretaries on servicing of committees and recording of meeting proceedings.

Ensuring committee secretaries adhere to the best practices of servicing committees.
Editing and proof reading meeting minutes to adhere to the University standard format.
Coaching committee secretaries in minute writing as the need arises.
Keeping record of the meetings register and monitoring compliance thereof.
Compiling monthly statistics of conducted meetings.
Fortnightly compilation of minutes for the Vice Chancellor’s edification.
Tracking implementation of decisions made in meetings.
Managing the electronic minute’s repository.
Attending meetings to monitor and ensure best practises and keep informed with what goes on at meetings.

Assisting in the preparation of graduation ceremonies including, compilation of seating arrangement schedules, production of scripts of proceedings and the graduands booklet.
Acting as a relief Committee Secretary in case of non-availability of the substantive secretary.
Performing any other duties that may be assigned from time to time.