JOB VACANCY: GENERAL SECRETARY ASSISTANT IN CHARGE OF ACADEMIC

Organization: RULI HIGHER INSTITUTE OF HEALTH (RHIH).

Department: Office of the General Secretary / Academic Secretariat.

Job Level and Type: Level 3 - Full time.

Reports to: General Secretary / DVCAAR.

The age range: 23-35 Years.

Location: RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.

1. Job Summary

The General Secretary Assistant in charge of Academics at RULI HIGHER INSTITUTE OF HEALTH is responsible for providing high-level administrative, secretarial, and operational support to the General Secretary's office with a primary focus on academic affairs. This role ensures the smooth execution of academic governance, coordination of Senate and faculty meetings, management of official academic correspondence, and meticulous documentation of institutional policies, academic programs, and statutory records. The assistant acts as a key liaison between the General Secretary's office, academic departments, administration, students, and external regulatory bodies.

2. Key Responsibilities and Duties

A. Academic Secretariat and Governance Support:

• Coordinate and manage the administrative calendar, appointments, and daily correspondence for the General Secretary regarding academic matters.
• Serve as secretary for academic boards, faculty meetings, and institutional committees; prepare detailed agendas, take accurate minutes, and track the implementation of resolutions.
• Manage official academic documentation, including curriculum files, Senate approvals, accreditation records, and academic partnership agreements.
• Draft institutional memos, circulars, official letters, and administrative reports relating to academic programs and student affairs.

B. Academic Administration and Coordination:

• Liaise with the Academic Registrar, Deans, and Department Heads to coordinate semester schedules, examination timetables, and academic calendar execution.
• Support the organization of academic events, including matriculation, graduation ceremonies, faculty workshops, and student orientation programs.
• Maintain organized tracking systems for academic staffing files, part-time lecturer contracts, teaching loads, and honoraria documentation.
• Assist in compiling data and preparing reports for internal evaluations, educational quality assurance, and external regulatory inspections (e.g., Higher Education Council - HEC).

C. Records Management and Information Control:

• Maintain a secure, confidential, and well-organized filing system (physical and digital) for all academic policies, minutes, directives, and correspondence originating from or directed to the General Secretary's office.
• Ensure proper archiving of historical academic records in compliance with institutional governance guidelines and data protection regulations.
• Facilitate the dissemination of approved academic policies, senate decisions, and administrative guidelines to relevant faculties, staff, and students.

D. Compliance, Liaison, and Stakeholder Relations:

• Act as a primary communication channel between the General Secretary’s office and internal/external stakeholders, ensuring prompt and professional responses to inquiries.
• Collaborate with internal audit and administrative units by providing requested documentation, audit trails, and compliance reports concerning academic governance.
• Ensure adherence to institutional statutes, internal procedures, and legal requirements across all academic secretarial operations.

E. Special Projects and Administrative Support:

• Participate in institutional administrative committees, strategic planning workshops, and continuous improvement initiatives.
• Assist in preparing periodic activity reports and budget proposals for the General Secretary's office.
• Perform other administrative or secretarial duties as assigned by the General Secretary or institutional management.

3. Qualifications and Experience

• Education: Advanced Diploma in Nursing or Bachelor’s degree in Office Management, Secretarial Studies, Public Administration, Business Administration, Education, or a related field.
• Professional Certification: License in Nursing or Certifications in professional secretarial practice, office management, or administrative management are highly desirable.
• Experience:

• Minimum of 2 to 5 years of progressive professional experience in executive secretarial duties, office management, or academic administration, preferably within a higher education institution or a large public/private organization.
• Demonstrated experience in minute-taking for high-level meetings, governance documentation, and institutional correspondence management.
• Proficiency in using modern office automation tools, institutional management systems (MIS), and document management software.

4. Required Skills and Competencies

A. Technical Skills:

• Advanced proficiency in office productivity software (e.g., Microsoft Word, Excel, PowerPoint, and collaborative digital workspace tools).
• Strong command of professional business writing, minute-taking conventions, and report drafting.
• Familiarity with higher education administrative structures, governance frameworks, and regulatory requirements.
• Knowledge of database maintenance and secure electronic archiving standards.

B. Soft Skills:

• Analytical and Critical Thinking: Ability to review administrative documents, synthesize meeting outcomes, and identify operational follow-up actions.
• Communication: Exceptional written and verbal communication skills, with impeccable command of professional correspondence standards.
• Interpersonal Skills: Outstanding tact, diplomacy, and relationship-building skills when interacting with senior management, faculty, staff, and external partners.
• Problem-Solving: Proactive and resourceful approach to resolving administrative scheduling conflicts and office workflow bottlenecks.
• Integrity and Objectivity: Unquestionable professional ethics, strict adherence to institutional confidentiality, and professional discretion regarding sensitive matters.
• Attention to Detail: Meticulous in formatting documents, verifying meeting minutes, and managing official records.
• Time Management: Exceptional organizational skills, ability to manage multiple competing priorities, meet tight deadlines, and perform effectively under pressure.

5. Personal Attributes

• High level of professional integrity, tact, and absolute confidentiality regarding executive and academic matters.
• Professional, poised, and welcoming demeanor with strong customer service orientation.
• Highly adaptable, resilient, and responsive in a dynamic academic and healthcare training environment.