Application Open:
Full-Time
Job Purpose:
The Administrative Support Coordinator provides structured administrative, coordination, and documentation support to the Institutional Development function within the President’s Office. The role ensures operational efficiency, timely reporting, structured documentation, and effective coordination across Strategic Initiatives & Delivery, Cross-Division Management, Senior Leadership Hiring & Succession Planning, and Organizational Culture Development functions. The position enables disciplined workflow management, meeting coordination, data organization, and executive documentation preparation to support high-level institutional initiatives.
Key Responsibilities:
Administrative Coordination
- Coordinate meetings, workshops, and structured engagement sessions across divisions.
- Prepare agendas, track action items, and document meeting minutes.
- Maintain organized records of institutional development initiatives.
Documentation & Reporting Support
- Support preparation of structured reports, dashboards, and executive briefings.
- Maintain centralized repositories of policies, frameworks, and governance documents.
- Track documentation versions and ensure proper filing and accessibility.
Milestone & Task Tracking Support
- Assist in tracking milestone deadlines and follow-ups across initiatives.
- Coordinate reminders and updates to relevant stakeholders.
- Maintain structured tracking logs for institutional initiatives.
Executive Office Support
- Support calendar coordination and scheduling for Institutional Development leadership.
- Assist in preparing presentation materials and documentation for President’s Office engagements.
- Coordinate logistics for internal strategy sessions and cross-divisional reviews.
Data & Information Management
- Collect, organize, and validate data inputs required for institutional dashboards.
- Support maintenance of structured KPI and milestone tracking tools.
- Ensure confidentiality and secure handling of sensitive documentation.
Process Improvement Support
- Identify administrative workflow improvements.
- Support integration of digital tools and AI-enabled coordination systems where appropriate.
- Ensure compliance with institutional governance standards.
Other Duties
- Carry out all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.
Academic Qualification:
- Bachelor’s degree in Business Administration, Public Administration, Management, or related discipline.
Professional Experience:
Essential
- Minimum of 10 years of experience in organizational development, leadership frameworks, or cultural transformation initiatives.
- Demonstrated experience defining leadership principles and behavioral standards in complex institutions.
- Experience implementing structured governance mechanisms tied to hiring and leadership quality.
- Strong executive stakeholder management capability.
Preferred
- Experience within higher education or research institutions.
- Exposure to fast-scaling or transformation-oriented environments.
