DEPARTMENT CHAIRS ‘ADMINISTRATIVE ASSISTANT

Job Purpose

Main Duties and Responsibilities

• Arrange administrative matters regarding the day-to-day operations and procedures and correspondence such as calls, post, emails, faxes, official documents etc. as instructed to ensure optimum communication between faculty, departments, staff members and students.
• Coordinate all administration requirements including secretarial and office administration, including travel bookings, accommodation, and other logistical requirements.
• Support Department Chairs with planning and organizing academic department events and ensuring all administrative requirements are delivered in an efficient and effective manner.
• Maintain files, records and confidential correspondence, reports and memos pertaining to departmental and business activities for future use.
• Arrange to receive guests/visitors and cater to their requirements in a professional manner as per RIT policies and procedures and always maintain RIT’s image.
• Prepare written correspondence as instructed and exercise own judgment in handling correspondence matters between faculty, departments, staff members and students.
• Manage the diaries of Department Chairs to schedule meetings and engagements for efficient time management.
• Prepare meeting schedules making prior arrangements, prepare meeting agendas, meeting registers, and recording and communicating minutes of meetings to relevant stakeholders.
• Maintain the required quantity of stationery and always supplies and ensure relevant office supplies are ordered regularly to meet business requirements.
• Handle incoming/outgoing calls to Department Chairs to ensure calls/enquiries are directed in an efficient manner and ensure information is accurately communicated and recorded.
• Meet and greet all university visitors to the offices of Department Chairs as per RIT policies and procedures ensuring a professional and courteous demeanor is always reflected.
• Coordinate with the IT department for the installation/modification of telecommunications and computer network connections for efficient running of the offices of Department Chairs.
• Assist in developing reports, correspondence, and notifications to support the efficient running of the offices of Department Chairs.
• In coordination with the Facilities and IT departments ensure all necessary protocols are followed and adhered to in all interactions on behalf of the Department Chairs.
• Act as point of contact for all government interactions related to Department Chairs and ensure all queries are addressed in a timely manner.
• Consolidate documentation and ensure all documentation is prepared, processed, and archived as per RIT policies and procedures.
• Review and validate student sick leave certificates as per RIT policies and procedures.
• Always maintain confidentiality of information and integrity of data.
• Manage the budgets of the departments.
• Perform other tasks and duties as assigned / needed in order to meet the requirements of the role and the goals of the Institute.
• Ensure compliance with all relevant (internal and external) regulations including QHSE requirements using RIT policies and procedures as appropriate.

Required Minimum Qualifications

Application Procedure

(Name – Department Chairs Administrative Assistant)