Position Summary

The position provides administrative support and coordinates all activities in the assigned division.

Job Responsibilities

• Undertakes divisional leave administration within the e-Time system and maintains staff schedules, calendars, and yearly planner for the designated areas.
• Initiates and tracks purchase requisitions and manages the division’s P-card ensuring the availability of adequate materials and supplies.
• Serves as a liaison with internal and external stakeholders for tracking and logging invoices, payments, and other ongoing requests until closure.
• Prepares, updates, and maintains documentation, reports, databases, and presentations related to the division in electronic and hard copy format.
• Actively participates in projects, tracking progress and assists with planning and organizing special events and programs.
• Screens, sorts, logs, and drafts memos, notifications and other communications related to the division.
• Coordinates the travel logistics, conference registrations, etc. and assists with compiling the reimbursement forms for the designated unit leadership and staff.
• Updates and maintains divisional policies and procedures, disseminating information as advised.
• Schedules meetings, prepares agendas, records, and transcribes the minutes of the meetings taking appropriate action as required.
• Provides onboarding support for new hires, including initiating SPRF forms, user relocation, and space modifications. Also responsible for maintaining space allocation data for the division.
• Tracks inventory and stationery and manages goods for the unit, including receiving goods, logging, handover and updating information where required.
• Perform other duties as assigned.

Skills

Education

• Bachelor's Degree

Experience

• Bachelor's Degree in any discipline, preferably Administrative Sciences, with 6 – 7 years of administrative experience.
• Prior experience in higher education, healthcare or research setup is an added advantage.
• Previous experience in tracking finance-related details for the division.
• Previous experience in working with students directly.

Knowledge, Skills and Abilities

• Customer-focused with strong verbal and written communication skills.
• Excellent organizational skills with the ability to prioritize tasks in a challenging environment.
• Good problem-solving skills and attention to detail.
• Ability to work both independently and as part of a team.
• Proficient in using Enterprise Resource Planning (ERP) systems, such as SAP and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).