Senior Administrative Assistant

The Senior Administrative Assistant provides administrative and operational support to facilitate research activities within the school. The role supports faculty research initiatives, research clusters, and institutional reporting requirements by coordinating data collection, communications, events, and research-related activities. The position serves as a key liaison between faculty members, the Research Office, IXO, Finance Department and other internal and external stakeholders to ensure effective coordination and timely execution of research initiatives.

• Coordinate the administration of Faculty Research Grants (FRG), Faculty Conference Grants (FCG), Open Access Publication (OAP), Undergraduate Research Grant (URG), Faculty Start Up Grant (FSU), Rolling Research Grant (RRG), Creative Works Grant (CWG), Joint Research Program (JRP), Postdoctoral Fellowship Award (PDFA) and other research funding initiatives.
• Review grant applications and supporting documentation to ensure completeness, accuracy, and compliance with institutional requirements.
• Develop and manage data collection tools, including Google Forms, to support grant applications, faculty submissions, and research-related activities.
• Coordinate with the Research Office and Post-Award Office to resolve grant related administrative and operational matters and ensure timely follow-up.
• Process OAP payments and vendor invoices in accordance with grant funding guidelines and university procedures.
• Liaise with the Finance Department to monitor payment status, resolve processing issues, and facilitate the timely processing of research-related payments and student timesheets.
• Maintain and update grant databases to monitor active research projects, funding allocations, expenditures, and award information.
• Organize and maintain research-related documentation in centralized electronic filing systems, ensuring proper record management and accessibility.
• Prepare research reports, summaries, and Key Performance Indicators (KPIs) required for institutional reporting, accreditation, and ministry requirements.
• Communicate research funding decisions, including FCG and PDG awards, to faculty members, and prepare and share reports on faculty research awards and achievements with academic departments and relevant stakeholders.
• Organize and coordinate research office events and scholarly activities within SBA, including seminars, workshops, conferences, presentations, and faculty research sessions.
• Assist research clusters in coordinating meetings, tracking project activities, maintaining records, and facilitating communication among faculty members and relevant stakeholders.
• Provide general administrative support to faculty members engaged in research activities and related initiatives.
• Coordinate with the IXO Office to facilitate arrangements and administrative requirements for visiting guest scholars, including scheduling, documentation, logistics, and communication with faculty hosts.
• Support faculty members in the recruitment and onboarding of postdoctoral researchers, including coordination of administrative requirements and communication with relevant offices.
• Coordinate with faculty members and the Research Office to collect, compile, and submit research-related information and updates for the ADERN newsletter and other research communications.
• Maintain and update the SBA research webpage and related online resources, coordinating with faculty and relevant offices to collect, verify, and update research information, faculty profiles, publications, grants, awards, events, and announcements in line with institutional communication standards.
• Develop presentations and supporting materials for School Assembly meetings and other research-related communications, ensuring accuracy and alignment with institutional deadlines and objectives.
• Provide administrative and operational support to the Associate Dean for Research and Innovation, and perform other duties as assigned by the Dean.

• Minimum of 3–5 years of progressively responsible administrative experience, preferably in a higher education institution or research…