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Deputy Director, Graduate Studies Internal

Qualification

Education, Skills and Experience

Must Have;

  • A PhD Degree in a relevant field.
  • Must have at least three (3) years’ experience in Grade 12 or at a comparable position.
  • Must be Computer Literate and Highly proficient in Ms-Word, Excel, SPSS and other Computer Statistical Analysis Software.
  • Must have good analytical, report writing and report presentation skills with adequate proficiency in data visualization techniques.

Key responsibilities also include

Job Description

  • In consultation with the Director, prepare the Directorate of Graduate Studies schedule of activities
  • Oversee maintenance, filing and updating of postgraduate students\ files in the office.
  • Oversee planning and organization of oral presentations, seminars, workshops and conferences for the Directorate of Graduate Studies
  • Receive and compile lists of supervisors, proposal reviewers and examiners.
  • Maintain and updated register of all postgraduate students in the Directorate of Graduate Studies including and not limited to year of admission, progress and status at all ties
  • Receive and compile progress reports for each student including ensuring timely submission of the same
  • Liaise with relevant schools and campuses coordinators on matters related to coordination of postgraduate training
  • Ensure timely preparation of content to be uploaded on the Directorate of Graduate Studies website
  • Coordinate activities of assistant registrars in the Directorate of Graduate Studies
  • Serve as secretary to the Board of Postgraduate Studies and Boards of Examiners meetings.
  • Prepare the agenda and agenda documents for meetings of Boards of Examiners meetings.
  • Prepare payment claims for examiners and Supervisors
  • Perform any other duty that may be assigned to you from time to time by the Director, Graduate Studies

Requirements

Desirable Skills:

  • Excellent interpersonal and relationship-building skills, with the ability to connect and communicate effectively with a diverse range of individuals.
  • Exceptional written and verbal communication skills, with the ability to craft engaging and compelling content for various communication channels, including newsletters, bulletins, emails, and social media platforms.
  • Strong organizational and problem-solving skills, with the ability to develop and implement strategic plans and policy documents.
  • Ability to work collaboratively and build relationships with colleagues across various departments and levels of the university.
  • Demonstrated creativity and innovation in developing new initiatives and programs relevant to postgraduate training.
  • Understanding of technology applications related to records and data management processes.

Executive Secretary

Qualification

Education, Skills and Experience

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Must have:

  • Master’s Degree in a relevant area
  • 3 years’ experience as a Senior Secretary in MKU or in a comparable position.
  • Proficiency in IT applications and;
  • Shorthand III – 100 w.p.m.
  • Typewriting III – 50 w.p.m.
  • Business English III
  • Office Management III
  • Secretarial Duties II
  • Office Practice II
  • Commerce II /Accounting.

OR

  • Bachelor’s Degree in a relevant area of specialization
  • 5 years’ experience as a Senior Secretary or comparable position.
  • Proficiency in IT applications and;
  • Shorthand III – 100 w.p.m.
  • Typewriting III – 50 w.p.m.
  • Business English III o Office Management III
  • Secretarial Duties II o Office Practice II
  • Commerce II /Accounting

Key responsibilities also include

Reporting to: Principal, Student Welfare and Alumni Affairs

Duties and responsibilities:

  • Prepares and books all meetings for the officer to whom assigned
  • Operates and manages office float for the office to whom assigned
  • Orders and controls office stationery for the office.
  • Manages, administers and coordinates all in-coming and outgoing mails/correspondence.
  • Books appointments/updates and maintains the Diary for the officer to whom assigned
  • Public relations/Front desk operation for the officer to whom assigned
  • Filling/Retrieval and maintaining of records for the office.
  • Act as Secretariat to some meetings
  • Supervise staff under him/her.
  • Any other duties as may be assigned/directed by the immediate supervisor

Assistant Registrar, Graduate Studies

Qualification

  • Must have a Bachelor’s Degree from a recognized University in a relevant field.
  • Must have at least three (3) years’ experience in Grade 9 or at a comparable position.
  • Must be Computer Literate and highly proficient in ms-word, excel, SPSS and other computer statistical analysis software.
  • Must have good analytical, report writing and report presentation skills with adequate proficiency in data visualization techniques.

Key responsibilities also include

  • Providing customer service and necessary support to postgraduate students, supervisors and other stakeholders.
  • Serving as a link to communication between the students, school and the College of Graduate Studies & Research.
  • Maintaining and regularly update files for postgraduate students.
  • Overseeing postgraduate student requests for supervision, seminars, ethical review, publications, introduction letters and relevant documents to ensure accuracy, completeness, and compliance with requirements.
  • Scheduling postgraduate training meetings and seminar presentations
  • Providing individual student weekly and monthly progress reports to the board of graduate studies
  • Preparing a list of students who successfully complete each semester
  • Presenting a weekly student reports during the postgraduate students’ academic progression monitoring committee meetings.
  • Serving as a secretariat during students’ seminar presentations and board of examiners meetings.
  • Preparing payment claims for postgraduate supervisors and examiners.
  • Developing and maintaining a schedule of activities for the respective schools each semester
  • Maintaining a record of all hard-cover bound thesis/project copies
  • Ensuring submitted thesis are submitted to the library
  • Coordinating postgraduate capacity building for students and supervisors
  • Any other duties assigned.

Requirements

  • Proven record in academic, student service or administrative roles.
  • Understanding of technology applications related to records and data management processes.
  • Experience with Excel and other Microsoft Office applications essential
  • Attention to detail
  • Excellent oral, interpersonal, and written skills.
  • Problem-solving capability.
  • Capacity for prioritizing conflicting demands.
  • Ability to gather facts and to analyze situations objectively, and accurately and in an organized fashion.
  • Solid critical thinking skills to understand student and staff issues.
  • Attentive to deadlines.
  • Positive attitude and ability to plan and adapt to change.
  • Ability to collaborate effectively with various departments and cross-functional teams.

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