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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.