Administrator

Job Description

Position Title: Administrator
Reporting to : Dean/Director of College of Law
Positions reporting to the incumbent:
Department/Function: College of Law

Job Purpose:

The Administrator provides comprehensive administrative support for both undergraduate and graduate law programs. This role involves planning, coordinating, and overseeing office operations, managing faculty and staff resources, and preparing management reports. Additionally, the Administrator performs essential secretarial duties, basic bookkeeping, and other tasks, including those traditionally handled by managerial staff, ensuring the efficient execution of the College of Law’s administrative functions and facilitating communication with faculty and students.

KEY RESPONSIBILITIES

Specific responsibilities are outlined as follows:

• Coordinate Interdepartmental Communication
Serve as the liaison between the College of Law and other university departments to ensure smooth communication and collaboration.
• Support Academic and Administrative Functions
Handle a range of academic and administrative tasks for the College of Law, including faculty support and student services.
• Manage Office Technology and Systems
Operate and troubleshoot office equipment, including photocopiers, scanners, videoconferencing, and phone systems, while ensuring the use of digital platforms for communication and coordination.
• Maintain Databases and Digital Records
Manage and update databases related to faculty, students, and accreditation; create reports, spreadsheets, presentations, and other documents using appropriate software.
• Faculty Onboarding and Support
Provide training and orientation for new faculty members, ensuring they are familiar with university systems and resources.
• Executive Scheduling and Meeting Coordination
Organize and manage the Dean’s and Director’s daily schedules, arrange meetings, maintain executive calendars, and send timely scheduling notices.
• Documentation and Confidentiality
Maintain course files, accreditation documents, and confidential records, ensuring proper handling of sensitive materials such as examination scripts.
• Accreditation and Compliance Support
Assist in the preparation for program accreditations by organizing required documents, maintaining compliance records, and coordinating with relevant departments to meet accreditation standards.
• Student Recruitment, Admission, and Registration
Involve in student recruitment activities, assist in the admission and registration process, and provide support to students throughout these stages, ensuring adherence to academic policies.
• Information Dissemination
Coordinate the dissemination of information via telephone, email, and other university communication platforms.
• Customer and Faculty Relations
Serve as the first point of contact for faculty, students, and external stakeholders, handling inquiries, processing paperwork, and assisting with routine administrative tasks.
• Document Preparation and Proofreading
Prepare, proofread, format, and finalize business documents such as minutes, letters, and agendas with a focus on accuracy and professionalism.
• Presentation and Report Creation
Develop and edit presentation materials, particularly using PowerPoint, to support academic and administrative meetings.

PERFORMANCE CRITERIA:

1. Subject to UD evaluation policies and criteria.
2. Handling tasks with minimum errors.
3. Maintain routine work in timely manner.

SPECIFICATIONS:

EDUCATION – Current level of education of the individual.

• Bachelor’s Degree in Business Administration, Office Management, or a related field.
A bachelor’s degree is often the minimum requirement, ensuring the candidate has foundational knowledge in organizational, communication, and administrative skills.
• Advanced proficiency in office management software (e.g., Microsoft Office Suite, database management systems, and digital communication platforms).

EXPERIENCE – number of years/industry served/ number of years with the company
2-5 years of experience as an administrative assistant.

COMPETENCIES –
• Organizational Skills
Demonstrated ability to prioritize tasks, manage multiple responsibilities, and maintain accurate records.
• Communication Skills
Strong verbal and written communication skills, including the ability to interact professionally with faculty, students, staff, and external stakeholders.
• Attention to Detail
High level of accuracy in preparing, reviewing, and maintaining documents, ensuring compliance with academic standards and confidentiality.
• Technological Proficiency
Advanced knowledge of office management software (e.g., Microsoft Office Suite, database systems) and familiarity with videoconferencing tools and digital communication platforms.
• Problem-Solving Skills
Ability to anticipate challenges, troubleshoot issues with office equipment or scheduling, and provide proactive solutions.
• Interpersonal Skills
Strong ability to build positive relationships with faculty, students, and staff, demonstrating customer service orientation and professionalism.
• Time Management
Effectively manage time to meet deadlines, especially during peak periods such as accreditation, admissions, and registration processes.
• Confidentiality and Ethical Conduct
Commitment to handling sensitive information with discretion and maintaining confidentiality, particularly regarding student records, examination materials, and accreditation documents.
• Adaptability and Flexibility
Ability to handle changing priorities and tasks in a fast-paced academic environment.
• Teamwork and Collaboration
Capacity to work effectively within a team, as well as independently, to support the College of Law’s goals and initiatives.