Midlands State University Vacancies: Administrative Assistants
Applications are invited from suitably qualified and experienced persons for the following post:
REGISTRY DEPARTMENT
POST: – ADMINISTRATIVE ASSISTANT – UNIVERSITY SECRETARIAT OFFICE
Qualifications and Experience
- A Bachelor’s degree in English/Communication/Linguistics or equivalent
- A Master’s 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
- A 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 tests during the selection process
DUTIES AND RESPONSIBILITIES
The incumbent will assist the Director of – University Secretariat in:
- Servicing major meetings of the University including the Executive Committee of Council and Nominations and Human Resources.
- Prepare 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, and 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 proofreading meeting minutes to adhere to the University standard format.
- Coaching committee secretaries in minute writing as the need arises.
- Keeping a 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 practices and keep informed of what goes on at meetings.
- Assisting in the preparation of graduation ceremonies including, a 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.
APPLICATIONS
*NB: Midlands State University is an equal opportunities employer. In the interest of promoting gender parity, female candidates are encouraged to apply.
Applicants must submit copies of applications with the following: application letter, certified certificates and curriculum vitae giving full details of names, place and date of birth, experience, present salary, date of availability, contact telephone number (s) and names and email addresses of three referees to:
The Deputy Registrar (Human Resources)
Midlands State University
P Bag 9055
GWERU
The application documents should be sent as a single merged pdf file. The closing date for applications is 25 November 2022.
Please note that only short-listed candidates will be communicated to.