Academy Administrative Assistant

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.

• Event Coordination:

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.