Administrative Officer

Position Summary

• The DAPS Administrative Officer is responsible for providing efficient administrative, operational, and clerical support to ensure the smooth day-to-day functioning of the school.
• The Officer coordinates office operations, manages records and documentation, supports staff and student services, and ensures effective communication among students, parents, staff, and external stakeholders.
• The role serves as a central point of coordination for administrative activities, contributing to the delivery of high-quality educational services and supporting the school's mission of academic excellence and student success.

Key Responsibilities
Office Administration and Operations:

• Coordinate daily administrative and office activities.
• Manage front office operations and ensure a professional reception environment.
• Handle incoming calls, emails, correspondence, and inquiries.
• Maintain office filing systems, records, and documentation.
• Schedule appointments, meetings, and school events.
• Prepare official letters, memos, reports, and administrative documents.
• Ensure efficient office workflow and administrative support services.

Student Records and Documentation:

• Maintain accurate and confidential student records.
• Manage student registration, enrollment, and documentation processes.
• Update student databases and information systems.
• Support the preparation and distribution of student reports and academic records.
• Ensure proper storage and retrieval of student information.
• Assist with admissions and student onboarding activities.

Staff Support and Coordination:

• Provide administrative support to academic and non-academic staff.
• Coordinate staff schedules, meetings, and administrative communications.
• Assist with staff documentation, records management, and personnel files.
• Support recruitment, onboarding, and orientation activities as assigned.
• Facilitate communication between departments and school leadership.

Parent and Stakeholder Relations:

• Serve as a primary point of contact for parents and visitors.
• Respond professionally to inquiries and requests for information.
• Coordinate parent meetings, orientations, consultations, and school events.
• Maintain positive relationships with parents, educational partners, and stakeholders.
• Provide administrative support during school programs and activities.

Financial and Procurement Support:

• Assist with processing invoices, receipts, and payment documentation.
• Maintain records of school expenditures and purchases.
• Support procurement processes for office and educational supplies.
• Monitor inventory levels and coordinate replenishment of materials.
• Prepare basic financial reports and expenditure summaries when required.
• Support budget tracking and resource utilization activities.

Data Management and Reporting:

• Maintain accurate administrative records and databases.
• Generate weekly, monthly, and termly administrative reports.
• Compile data related to student enrollment, attendance, and school operations.
• Support institutional reporting and compliance requirements.
• Ensure data accuracy, confidentiality, and security.

Event and Logistics Coordination:

• Coordinate logistics for meetings, workshops, seminars, examinations, and school events.
• Prepare venues, materials, and administrative resources for activities.
• Support the planning and execution of open days, orientations, graduation ceremonies, and outreach events.
• Coordinate transportation, accommodation, and hospitality arrangements where required.

Compliance and Quality Assurance:

• Ensure compliance with school policies and administrative procedures.
• Maintain confidentiality of student, staff, and institutional information.
• Monitor administrative processes and recommend improvements.
• Support implementation of quality assurance and operational excellence initiatives.
• Ensure timely completion of assigned administrative tasks.

Communication and Correspondence:

• Draft, type, and distribute official communications.
• Manage incoming and outgoing correspondence.
• Maintain records of communications and official documents.
• Assist with the preparation of newsletters, notices, circulars, and announcements.
• Support digital communication through email, school platforms, and social media channels as assigned.

General Administrative Responsibilities:

• Maintain office equipment and coordinate repairs when necessary.
• Monitor office supplies and ensure adequate availability.
• Support school leadership in administrative planning and coordination.
• Participate in staff meetings, training sessions, and professional development activities.
• Perform additional duties assigned by school leadership.

Requirements

Educational Qualifications:
Applicants must possess any of the following qualifications:

• Bachelor's Degree in Business Administration, Public Administration, Office Management, Educational Management, Human Resource Management, Mass Communication, Secretarial Administration, or a related field from a recognized institution.
• Higher National Diploma (HND) in Business Administration, Public Administration, Office Technology and Management, or a related discipline.
• A Master's Degree in Business Administration, Educational Administration, Public Administration, or a related field is an added advantage.
• Professional certifications in administration, office management, records management, human resources, or customer service are an added advantage.

Experience:

• Must have 2–5 years experience in administration, office management, educational administration, customer service, or related roles.
• Experience working in a school, educational institution, training center, or similar environment is highly desirable.
• Experience managing records, documentation, and administrative operations.
• Demonstrated ability to coordinate multiple tasks and meet deadlines effectively.

Required Skills and Competencies Administrative and Organizational Skills:

• Strong office administration and organizational skills.
• Ability to manage multiple responsibilities simultaneously.
• Excellent record-keeping and documentation skills.
• High attention to detail and accuracy.

Communication:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• Ability to interact professionally with students, parents, staff, and stakeholders.

Technology:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in Google Workspace (Docs, Sheets, Forms, Drive, Calendar).
• Experience using student information systems and office management software.
• Ability to manage digital records and databases.

Problem Solving and Coordination:

• Strong planning and time-management skills.
• Ability to work independently and collaboratively.
• Strong problem-solving and decision-making abilities.
• Ability to maintain professionalism under pressure.

Personal Attributes:

• High level of professionalism and integrity.
• Excellent customer service orientation.
• Strong work ethic and reliability.
• Positive attitude and willingness to support others.
• Ability to maintain confidentiality.
• Proactive and solution-oriented mindset.
• Strong interpersonal and relationship-building skills.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should send CV and Application to: View email address on hotnigerianjobs.com or  View email address on hotnigerianjobs.com using the Job Title as the subject of the email.

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