Job Title: Administrator
Job Overview: The College Administrator is responsible for overseeing and managing the administrative functions of the college to ensure smooth operations. This role includes overseeing various administrative tasks such as maintaining records, managing budgets, processing fee collections, ensuring proper inventory management, and creating Standard Operating Procedures (SOPs) when required. The Administrator will support academic staff, faculty, and students while ensuring compliance with college policies and procedures.
Key Responsibilities:
1. Administration:
- Oversee and manage day-to-day operations of the college’s administrative department.
- Coordinate between faculty, staff, students, and external stakeholders.
- Ensure proper implementation of college policies, procedures, and regulations.
- Serve as a point of contact for internal and external inquiries, including managing communication.
- Support the college leadership in developing and maintaining strategic goals and initiatives.
- Assist in organizing events, meetings, and conferences for staff and students.
- Maintain student records, including academic history, attendance, and behavioral reports.
- Prepare and manage reports for accreditation, audits, and other regulatory needs.
- Develop, document, and implement Standard Operating Procedures (SOPs) for all key administrative processes within the college.
- Ensure that SOPs are clear, effective, and accessible to relevant staff members.
- Regularly review and update SOPs to ensure they remain current with changing policies, regulations, and best practices.
- Train staff on new or revised SOPs to ensure smooth adoption and compliance.
2. Bookkeeping and Financial Management:
- Oversee financial record-keeping, ensuring all transactions are accurately documented.
- Manage and reconcile the college's accounts, including budgets, expenses, and revenues.
- Prepare financial reports for review by college leadership, ensuring accuracy and timeliness.
- Process payments and disbursements as per college protocols.
- Assist in the preparation of annual financial statements, forecasts, and audits.
- Work closely with external auditors during yearly audits and compliance reviews.
- Ensure that all financial policies and procedures are adhered to, including maintaining confidentiality and integrity of financial data.
3. Fees Collection:
- Manage the collection of tuition fees, course fees, and other student-related payments.
- Implement and oversee the process for fee collection and payments (including online systems and manual methods).
- Track and report outstanding fees, coordinating with students and families regarding payment plans or overdue balances.
- Provide receipts and documentation for all fee transactions.
- Work with the financial aid office to ensure that scholarships, grants, and student loans are properly applied to students' accounts.
- Provide support for students seeking fee-related information and assistance.
4. Inventory and Supply Management:
- Oversee and maintain an inventory of office supplies, textbooks, learning materials, and equipment.
- Ensure timely ordering of supplies, monitoring stock levels, and coordinating with vendors.
- Conduct periodic inventories of equipment and supplies to ensure that records are accurate and complete.
- Maintain proper documentation of purchases, transfers, and disposals of college property.
- Work with departments to assess and manage resource requirements (e.g., computers, classroom materials, office furniture).
- Ensure adherence to budget constraints when ordering supplies and equipment.
5. Instructor Recruitment Support:
- Assist with drafting job postings, screening candidates, scheduling interviews, and coordinating communication between candidates and hiring teams, ensuring smooth and efficient recruitment for instructor positions.
- Manage offer letters, new hire documentation, orientation scheduling, and technology setup for new instructors, ensuring they are properly introduced to college policies, teaching resources, and support systems for a successful start.
Qualifications:
- A bachelor’s degree in Business Administration, Accounting, or a related field (or equivalent experience).
- Proven experience in administrative roles, preferably in an educational setting.
- Knowledge of bookkeeping and financial processes, with familiarity in financial management software.
- Strong organizational skills and the ability to manage multiple tasks simultaneously.
- Excellent communication and interpersonal skills, with the ability to liaise effectively with students, staff, and external stakeholders.
- Proficiency in using office software, including spreadsheets and word processing tools.
- High level of integrity and attention to detail.
- Ability to work independently and as part of a team.
- Experience in creating and implementing Standard Operating Procedures (SOPs) in a professional setting is preferred.
Working Conditions:
- Full-time position with standard office hours, with occasional evening or weekend work as required.
- Opportunity to work in a collaborative environment focused on education and student success.
