Academic Assistant (Vanguard)

Vanguard is hiring :

The Academic Secretariat serves as the backbone of administrative support for the Bachelor of Science in Applied Mathematics & Business and the graduate program in Mathematics & Decision. This role ensures the smooth operation of academic activities, providing essential organizational and clerical assistance to faculty, staff, and students while maintaining accurate records and fostering a professional academic environment.

Key Responsibilities:

▪️Administrative Support:

 Provide clerical and organizational support to academic leadership, faculty, and program staff.

 Coordinate meetings, events, and academic schedules, including preparation of agendas and minutes.

 Serve as the point of contact for internal and external inquiries related to academic programs.

▪️Academic Records Management:

 Maintain and update student records, course files, and faculty documentation.

 Ensure confidentiality and accuracy of records in compliance with institutional policies.

 Prepare reports, transcripts, and other academic documents as needed.

▪️Coordination and Communication:

 Act as a liaison between students, faculty, and administrative departments.

 Communicate important deadlines, policies, and announcements to stakeholders.

 Assist in the organization of academic events, such as seminars, workshops, and conferences.

▪️Course and Exam Administration:

 Coordinate course scheduling, classroom assignments, and faculty workload distribution.

 Assist in the preparation and distribution of exam materials and manage grading submissions.

 Monitor the timely delivery of course evaluations and feedback.

▪️Policy Compliance:

 Ensure adherence to institutional and accreditation policies and procedures.

 Maintain up-to-date knowledge of academic regulations and communicate changes effectively.

▪️Resource Management:

 Oversee inventory and procurement of office supplies and materials for academic use.

 Manage access to academic resources, such as syllabi, course materials, and program guides.

Qualifications

▪️Education:

 Bachelor’s degree in Business Administration, Office Management, or a related field. A Master’s degree is a plus.

▪️Experience:

 At least 2 years of experience in academic administration or a similar role.

 Experience in higher education or academic support services is preferred.

▪️Skills:

 Strong organizational and multitasking skills.  Proficiency in office software (e.g., MS Office, Google Workspace) and administrative systems.

 Excellent communication skills, both written and verbal.

 High attention to detail and accuracy in record-keeping.

 Ability to maintain confidentiality and handle sensitive information.

▪️Preferred:

 Familiarity with academic management systems and student information systems.

 Knowledge of accreditation and compliance requirements in higher education.

▪️Key Competencies:

 Professionalism: Demonstrates a strong commitment to supporting academic excellence and fostering a positive environment.

 Efficiency: Capable of managing multiple tasks while meeting deadlines.

 Interpersonal Skills: Builds strong relationships with faculty, staff, and students.

 Adaptability: Thrives in a dynamic, fast-paced academic environment.