Job Title: Administrative Assistant – Invention Education Program
Reports To: Executive Director – Invention Education Program
Location: Kenyatta University
Contract Type: Yearly contract with room for extension dependent on funding.

Position Overview
The Administrative Assistant will provide day-to-day administrative and logistical support to the department, ensuring smooth operations across academic, student, and faculty activities. This role is central to maintaining effective communication between students, faculty, and university offices, as well as coordinating logistics for classes, events, and student experiences such as site visits and trips.

Key Responsibilities

1. Administrative and Office Support

• Manage departmental correspondence, scheduling, filing, and documentation.
• Prepare and process requisitions, memos, and official university paperwork.
• Maintain up-to-date student and faculty records in both physical and digital formats.
• Ensure that all required documents (student forms, course materials, attendance sheets, etc.) are properly submitted and archived.

1. Student Support

• Serve as the first point of contact for student inquiries and assist them in navigating university processes.
• Support onboarding of new students and help with course registration, orientation, and related logistics.
• Track student attendance, deliverables, and feedback where applicable.

1. Recruitment and Outreach

• Support recruitment and admissions processes by managing application materials, interview schedules, and communication with applicants.
• Assist in planning and coordinating recruitment events, info sessions, and outreach activities.
• Maintain records of prospective students and track engagement metrics.

1. Faculty and Teaching Support

• Assist teaching assistants and faculty with printing, classroom materials, and scheduling needs.
• Support coordination of guest lectures, seminars, and speaker logistics (e.g., invitations, thank-you packages, travel reimbursements).
• Help compile teaching resources and track assessment submissions when needed.

1. Event and Trip Coordination

• Organize logistics for student site visits, clinical immersions, and academic trips, including travel bookings, permissions, and budgeting.
• Liaise with external partners and vendors to ensure smooth execution of activities.

1. General Support

• Ensure the department office and common areas are well-organized and stocked with supplies.
• Support procurement processes by collecting quotations, preparing memos, and tracking approvals.
• Assist in financial record-keeping related to student or departmental expenditures.

Qualifications
• Bachelor’s degree in Business Administration, Education, Project Management, or related field.
• Minimum of 2 years’ administrative experience in an academic or professional setting.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Demonstrated attention to detail and ability to handle confidential information.
• Strong interpersonal skills and ability to work collaboratively with students, faculty, and partners.

• Manage departmental correspondence, scheduling, filing, and documentation.
• Prepare and process requisitions, memos, and official university paperwork.
• Maintain up-to-date student and faculty records in both physical and digital formats.
• Ensure that all required documents (student forms, course materials, attendance sheets, etc.) are properly submitted and archived.
• Serve as the first point of contact for student inquiries and assist them in navigating university processes.
• Support onboarding of new students and help with course registration, orientation, and related logistics.
• Track student attendance, deliverables, and feedback where applicable.
• Support recruitment and admissions processes by managing application materials, interview schedules, and communication with applicants.
• Assist in planning and coordinating recruitment events, info sessions, and outreach activities.
• Maintain records of prospective students and track engagement metrics.
• Assist teaching assistants and faculty with printing, classroom materials, and scheduling needs.
• Support coordination of guest lectures, seminars, and speaker logistics (e.g., invitations, thank-you packages, travel reimbursements).
• Help compile teaching resources and track assessment submissions when needed.
• Organize logistics for student site visits, clinical immersions, and academic trips, including travel bookings, permissions, and budgeting.
• Liaise with external partners and vendors to ensure smooth execution of activities.
• Ensure the department office and common areas are well-organized and stocked with supplies.
• Support procurement processes by collecting quotations, preparing memos, and tracking approvals.
• Assist in financial record-keeping related to student or departmental expenditures.

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Demonstrated attention to detail and ability to handle confidential information.
• Strong interpersonal skills and ability to work collaboratively with students, faculty, and partners.

• Bachelor’s degree in Business Administration, Education, Project Management, or related field.
• Minimum of 2 years’ administrative experience in an academic or professional setting.