Job Title: Academy Administrative Assistant
Job Summary: The Academy Administrative Assistant will play a crucial role in supporting the daily operations of the academy. This position involves a variety of administrative tasks to ensure the smooth functioning of the academy's programs and activities. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks efficiently.
Key Responsibilities:
- Administrative Support:
- Assist the Academy Manger and other staff with daily administrative tasks.
- Manage and maintain office supplies and inventory.
- Handle correspondence, including emails, phone calls, and mail.
- Prepare and distribute communications such as memos, emails, and other notices.
· Student Services:
o Manage student admissions, registrations, and enrolment processes via TMS system.
o Address student inquiries and concerns, providing guidance and support.
o Coordinate student orientation and other related activities.
· Academic Support:
o Ensuring classrooms and resources are in place before course start
o Manage academic records, including transcripts, grades, and course brochures.
o Coordinate the distribution of textbooks, course materials, and academic resources.
o Oversee facility maintenance and repairs, including classrooms, labs, and common areas.
- Assist in the planning and execution of academy events, workshops, and meetings.
- Coordinate logistics for events, including booking venues, arranging catering, and preparing materials.
· Communication and Outreach:
o Act as a liaison between students, trainers/ assessors, and administration.
o Communicate important information to students and trainer through various channels.
o Assist in organizing and promoting academic events and programs.
- Data Management:
- Maintain and update databases, spreadsheets, and other records.
· Academic Committees:
o Support academic committees by scheduling meetings, recording minutes, and following up on action items.
o Assist in execution of committee initiatives and projects.
o Any other duties / works as assigned by your reporting superiors.
- General Office Management:
- Ensure the office environment is clean, organized, and welcoming.
- Coordinate with maintenance and IT support as needed.
- Perform other related duties as assigned to support the academy's operations.
Qualifications:
- Diploma or equivalent; an associate's or bachelor’s degree in a related field is preferred.
- Experience as an administrative assistant or in a similar role.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.
- Ability to work independently and as part of a team.
- Attention to detail and problem-solving skills.
- Friendly and professional demeanor.
