Executive, Centre for Graduate Studies

Job Description: Executive, Centre for Graduate Studies

Position Title: Executive, Centre for Graduate Studies

Department: Centre for Graduate Studies

Job Summary

The Executive, Centre for Graduate Studies provides comprehensive administrative and operational support to ensure the smooth functioning of postgraduate programs. This role involves coordinating academic activities, supporting students and faculty, managing documentation, and ensuring compliance with university policies and procedures.

Key Responsibilities

1. Administrative Support

• Provide administrative assistance to the Director and senior staff of the Centre.
• Organize and maintain records, files, and databases related to postgraduate programs.
• Prepare and manage correspondence, reports, and official documents.

2. Student Services

• Assist postgraduate students with inquiries, application processes, and enrolment procedures.
• Coordinate orientation programmes and workshops for new postgraduate students.
• Maintain student records, including academic progress, thesis submissions, and examination schedules.

3. Program Coordination

• Coordinate scheduling and logistics for postgraduate courses, seminars, and academic activities.
• Assist in preparing and distributing course materials and resources.
• Liaise with academic staff to ensure timely submission of grades and reports.

4. Communication

• Act as a key point of contact for students, supervisors, examiners, programme advisors, and external partners.
• Communicate important updates via emails, newsletters, and official notices.
• Maintain and update the Centre’s website, notice boards, and social media platforms.

5. Financial Management

• Assist in preparing and monitoring the Centre’s budget.
• Process invoices, reimbursements, and financial transactions.
• Maintain accurate financial records and reports.

6. Compliance and Reporting

• Ensure adherence to university policies, procedures, and postgraduate regulations.
• Prepare and submit reports to university management and external agencies.
• Support the development and implementation of departmental policies and procedures.

7. Event Planning

• Organize and coordinate events such as graduation ceremonies, research conferences, and workshops.
• Manage logistics including venue booking, catering, and equipment setup.
• Ensure smooth execution and troubleshoot issues during events.

8. Other Duties

• Undertake special projects as assigned by the Director.
• Contribute to continuous improvement initiatives within the department.
• Stay informed on trends in postgraduate education and research administration.

Qualifications

• Master’s degree in Business Administration, Education, or a related field.
• Minimum of 2 years’ experience in administrative or academic support, preferably in higher education.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office and database management systems.
• Ability to work independently and collaboratively.
• Knowledge of postgraduate policies and procedures is an added advantage.

Key Competencies

• Administrative Skills: Efficient handling of documentation and processes.
• Communication: Clear and professional engagement with stakeholders.
• Organizational Skills: Effective time management and prioritization.
• Problem-Solving: Ability to identify issues and implement solutions promptly.
• Interpersonal Skills: Strong relationship-building abilities.
• Attention to Detail: High accuracy in all tasks.

Working Conditions

• Full-time role (Monday to Friday), with occasional evening or weekend commitments for events.
• Office-based environment with on-campus event responsibilities.