Academic Admin Assistant

Job Description

OVERVIEW OF THE ROLE: Provide high-level support to the academic department(s) of quality assurance and accreditation in a broad range of quality administrative support services thus ensuring a smooth workflow of the office. Provide high-quality assistance to the students as well as the faculty members. Provide analysis and reports of the information as required.DUTIES AND RESPONSIBILITIES:Under general supervision of the Director of Quality Assurance and Accreditation (OQAA) and the Assistant Manager, the incumbent in this position will:

• Provides administrative support to an academic teaching department by providing reception services, scheduling appointments, meetings, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
• Assists faculty by answering questions and providing information, locating desired information and materials, typing, collating, or otherwise assisting in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
• Assists students by determining who can best provide the information needed by the student, providing basic and initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures).
• Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies.
• Helps to organize and conduct departmental events, as directed, by securing space, equipment, preparing invitations, announcements, agendas, and assisting with the event as it occurs.
• Supports the department by maintaining and updating the departmental databases, verifying and processing student and part-time employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, labs, equipment, and records.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Supports the department by performing all other duties as assigned by the department head.
• Act as the first point of contact for the department and provide high-level client service to KCST students.
• Provide a comprehensive level of assistance to faculty members to ensure smooth and efficient operations.
• Collect and prepare background documents for various tasks.
• Maintain confidentiality of records and information.
• Ability to interpret academic and administrative policies and procedures.
• Ability to keep up to date on relevant policies and procedures.
• Adhere with KCST internal policies and procedures.
• Ability to organize and prioritize multiple tasks and produce reports under strict guidelines.
• Undertake other duties as required by the Head of the Department.

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