Administrative Assistant at Protestant University of Rwanda

Administrative Assistant
Protestant University of Rwanda

Job description

Recruitment of an Administrative Assistant for the Graduate School of PUR

The Protestant University of Rwanda (PUR) invites applications for the position of Administrative Assistant at its Graduate School.

Background

The Graduate School at PUR aims to promote and support advanced education and research. As academic and administrative activities grow, there is a need to enhance operational efficiency and service delivery. To support these efforts, we seek an Administrative Assistant who will be responsible for ensuring smooth day-to-day administrative operations, assisting in managing student services and supporting academic staff and management within the Graduate School.

Purpose of the Position

The Administrative Assistant will provide comprehensive administrative support to ensure the smooth functioning of the Graduate School. This role is crucial in facilitating communication, managing documentation, assisting with the school’s logistics, and contributing to the overall efficiency of the Graduate School.

Key Duties and Responsibilities

The main responsibility of the Administrative Assistant will be to support the implementation and coordination of PUR’s master's programs. Specific tasks include:

Schedule Management: Assist in managing schedules, coordinating meetings, and organizing events.
Communication: Serve as a point of contact for Graduate School members, students, and external stakeholders. Handle correspondence and inquiries related to the program.
Document Management: Organize and maintain both electronic and paper files. This includes maintaining accurate records such as student files (attendance, assessments, grades, etc.), program documents, and meeting minutes.
Data Management: Support the management of databases and ensure compliance with data protection regulations.
Data Collection & Reporting: Assist in collecting and analysing data related to the Graduate School for reporting and improvement purposes.
Event Management: Help plan and execute Graduate School events, workshops, and seminars.
Logistical Coordination: Coordinate logistics for classes, including room bookings and equipment requirements.
Clerical Support: Perform clerical tasks such as filing, photocopying, and managing office supplies.
Other Duties: Perform any other tasks assigned by the superior, as needed.

General Qualifications and Skills

Education: Minimum of a Bachelor's degree in Education, Communication, Computer Science, Information Systems, or a related field, with proven competency in Management Information Systems (MIS) and e-learning platforms.
Interest in Education: Demonstrate a strong interest in educational quality development.
Multitasking: Ability to handle multiple tasks, work independently, and collaborate effectively.
Engagement: Willingness to actively participate in the social and spiritual life of the PUR community.
Employment Commitment: Willingness to commit to PUR exclusively, with no other employment during the tenure.
Flexibility: Ability to adapt to a dynamic working environment, with a possibility of working on weekends.
Experience: Previous administrative experience, preferably in an educational setting.
Results-Oriented: Strong focus on meeting deadlines and achieving objectives.

Additional Requirements:

A background in educational technology is an added advantage.
Female candidates are encouraged to apply.

Skills

Organizational Skills: Strong organizational and time management skills.
Interpersonal Skills: Proven ability to communicate and work well with individuals from diverse cultural backgrounds.
Communication: Excellent written and verbal communication skills.
Attention to Detail: High attention to detail and ability to maintain confidentiality.
Language Proficiency: Fluency in English (French proficiency is an added advantage).
Computer Literacy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with e-learning management systems.
MIS Familiarity: Familiarity with Management Information Systems (MIS) is an advantage.
Teamwork & Independence: Ability to work both independently and collaboratively within a team.
Multitasking: Ability to manage multiple tasks simultaneously.