Administrator to DVCAARI

1. JOB DETAILS

Position Title:

Administrator to the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI)

Reports to:

Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI)

Department:
Office of the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation

The Administrator to the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI) provides high-level administrative, analytical, and operational support to the DVCAARI. The role manages the DVCAARI's correspondence and engagement with the Ministry of Education and other external stakeholders, leads data analysis and report-writing activities, and ensures the efficient coordination of the Academic Affairs, Research and Innovation Office. The position serves as a trusted liaison between the DVCAARI, senior management, faculty staff, and government bodies, exercising personal responsibility and delivering results with minimal supervision.

Collect, analyse, assess, and synthesize quantitative and qualitative data to support strategic decision-making and operational planning. Prepare comprehensive analytical reports, briefing papers, and executive summaries on academic affairs, research performance, innovation metrics, and institutional benchmarks. Develop data visualizations, dashboards, and statistical summaries to communicate findings effectively to senior leadership and external bodies. Monitor key performance indicators (KPIs) and produce regular management reports tracking progress against institutional objectives.

Draft and edit high-quality correspondence, position papers, policy briefs, and submissions requiring analytical rigour and evidence-based recommendations.

Manage official correspondence between the university senior management and the Ministry of Education, ensuring timely, accurate, and policy-compliant communication. Coordinate the preparation and submission of documentation, reports, and data returns required by the Ministry and other regulatory bodies. Track ministry directives, circulars, and policy updates; brief the DVCAARI on implications and coordinate institutional responses. Maintain a structured record of all external correspondence, submissions, and engagement activities for audit and compliance purposes.

Serve as the primary contact for staff supporting the DVCAARI; supervise daily office operations and administrative workflows. Manage the DVCAARI's calendar, prioritize appointments, and schedule meetings with internal and external stakeholders. Prepare detailed briefing materials, agendas, and pre-reads for meetings, committees, and executive engagements. Attend meetings, record accurate minutes, and follow up on action items and decisions made by the DVCAARI.

Handle confidential files and records in accordance with institutional policies and data protection requirements. Manage inquiries, complaints, and concerns from callers and visitors; resolve or elevate complex issues appropriately.

Plan and coordinate conferences, seminars, workshops, and official events on behalf of the DVCAARI. Participate in the development of projects, work methods, and procedures; recommend procedural changes and resource requirements to improve unit efficiency. Estimate time, resources, and budgets for activities, events, and projects; create financial projections and monitor expenditure against approved accounts. Follow up on decisions made by the DVCAARI and resolve complex operational problems proactively.

Maintain and update spreadsheets, databases as directed. Prepare, format, edit, and proofread documents, reports, minutes, and official correspondence. Establish and maintain efficient electronic and physical filing systems. Prepare and distribute documents; handle mail, courier shipments, and other communications. Order and manage office supplies and maintain an efficient working environment.

Respond to inquiries and provide accurate information on policies and procedures to internal and external stakeholders. Perform any other duties as deemed necessary by the DVCAARI.

Education Master's degree in a relevant field (e.g., Statistics, Data Science, Social Sciences, or a related…