Job Title: Executive Assistant to the Vice Chancellor
Organisation: Uganda Christian University (UCU)
Location: Mukono, Uganda
Reports to: Vice Chancellor
Deadline: Friday, 20th December 2013 by 5:00p.m.
About UCU:
Uganda Christian University was founded when the historic Bishop Tucker Theological College was promoted as a university in 1997. Bishop Tucker Theological College trained clergy and educators during its 84-year history from 1913-1997. The local chief, Hamu Mukasa, granted land for the college to operate in Mukono. International partnerships were part of the College’s missionary history. The Church Mission Society teamed with Ugandan leaders and others to assure the College had the necessary intellectual and other capital. By the late 1990s, the Church of Uganda sought to have a broader impact on society through the higher education - not only of clergy but of other professionals as well. Uganda Christian University was established in 1997.
In 2004, the Government of Uganda granted a charter to Uganda Christian University – the highest level of national accreditation. UCU was the first private University to receive such a charter from the Government.
Job Summary:
The Executive Assistant will serve and provide high level administrative support to the Office of the Vice Chancellor, through planning, organizing, coordinating and participation in all matters to support the smooth running of the Office of the Vice Chancellor. The job holder must exercise a high degree of initiative, tact, confidentiality, judgment and decision-making and be a person of high integrity to protect the information and data they may come across while performing their duties. The Executive Assistant will manage a variety of special projects for the Vice Chancellor, some of which may have institutional impact.
Key Duties and Responsibilities:
Oversee and coordinate the arrangements for all meetings and events that are the responsibility of the Vice Chancellor;
Manage correspondence, including opening mail, answering general correspondence and inquires, and preparing letters, memos , and reports for a diverse public;
Maintain the master schedule and files;
Confirm and negotiate the Vice Chancellor’s participation and contribution to a wide range of constituency meetings and conferences;
Provide a listening ear to those expressing concern about the direction of the institution with an expectation that as many difficulties as possible will be resolved before taking them to the Vice Chancellor;
Inform the Vice Chancellor of events or issues that may both hinder or enhance the well-being of Uganda Christian University;
Process administrative details not requiring the immediate attention of the Vice Chancellor;
Plan, organise, prioritise and process a variety of assignments with other departments, faculties and divisions;
Screen telephone calls and visitors in a polite and professional manner;
Support the overflow needs of other departments, faculties and divisions;
Assist in developing and monitoring the annual budget for the Vice Chancellor’s office;
Actively work with the Vice Chancellor to establish and maintain close working relationships with the University’s senior administration, and act on behalf of the Vice Chancellor on appropriate assigned academic and administrative matters;
Responsible for meetings, agenda, and follow-ups for the Vice Chancellor’s cabinet, assisting the Vice Chancellor in making special requests and following through on tasks assigned to the Senior administration by the Vice Chancellor, monitoring important University Projects and issues for the Vice Chancellor, and managing the Vice Chancellor’s review process of the senior administration;
Follow up on multiple incoming issues and concerns addressed to the Vice Chancellor, including those of a sensitive and/or confidential nature; determine appropriate course of action, referral, and/or response;
Support the Vice Chancellor in strategic planning process by collecting and organising information; generate reports and maintain filing;
Perform any other job roles as assigned by superiors
Qualifications, Skills and Experience:
The applicant should hold a Master’s degree in Business Administration or a good master’s degree in any of the following areas, business, management, law or Mass communication from a recognized institution of higher learning;
Progressively advanced Assistantship to the chief executive officer
Thorough knowledge of higher education administration subject matter and student development theory to act as a resource for the exploration of new ideas;
Collaborative, problem solving, planning and organizational skills, and interpersonal skills;
Excellent research, strong oral and written communication in the English language, and organizational skills combined with a high level of computer literacy;
Excellent interpersonal and networking skills;
The incumbent must also demonstrate the following personal attributes: be honest and trustworthy, be respectful, and possess cultural awareness and sensitivity and be flexible demonstrating sound work ethics;
Be a committed Christian with a clear testimony among peers;
Demonstrates a godly lifestyle and personal faith in accordance with the doctrinal and conduct statements of the University;
Age: At least 30 years of age at submission of application.
How to Apply:
All qualified candidates should send two (2) copies of an application letter clearly demonstrating suitability together with updated Curriculum Vitae and three references.
Please remember to attach two (2) copies of academic and professional certificates and transcripts
To:
The Director of Human Resource & Administration
Uganda Christian University
Pilkington Building
Po Box 4, Mukono, Uganda
Email: jobs@ucu.ac.ug
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