School Administrative Assistant – Finance and Evening Administration

JOB OPPORTUNITY AT STRATHMORE UNIVERSITY

Job Title: School Administrative Assistant – Finance and Evening Administration
Department: School of Humanities and Social Sciences
Reporting to: School Administrator

Basic Job Summary:
Join our dynamic team at Strathmore University as a School Administrative Assistant in the Finance and Evening Administration department. You’ll play a crucial role in ensuring the smooth operation of administrative functions, particularly in managing student accounts and supporting financial processes.

Duties & Responsibilities:

1. Fee Structure Management:
Maintain comprehensive fee structures for various programs, collaborating closely with the credit control office.

2. Invoicing and Reconciliation:
Generate student invoices, reconcile accounts, and communicate any changes or discrepancies to students and relevant departments.

3. Pro-Forma Invoices:
Prepare pro-forma invoices as needed, addressing queries from students and parents regarding fees and payment plans.

4. Debt Collection:
Monitor fee payments, implement debt collection strategies, and provide regular reports on outstanding fees.

5. Reporting:
Prepare quarterly reports on fee debtors’ status for management review.

6. Financial Aid Support:
Assist in scholarship and financial aid interviews, ensuring fair and transparent processes.

7. Fee Rebates and Scholar Management:
Handle annual fee rebates and manage non-performing financial aid scholars.

8. Administrative Support:
Address queries on SHSS units and provide support for lecturer-related matters.

9. Student Management:
Manage student issues and escalate academic irregularities to the appropriate authorities.

10. Staff Induction:
Conduct induction sessions for new staff members on administrative procedures.

11. Lecturer Assessment:
Assess lecturer performance and report any anomalies to management.

12. General Administrative Duties:
Assist with any other administrative tasks as assigned by the manager.

Minimum Academic Qualifications:

• Bachelor’s Degree in a business-related field.

Experience:

• At least two years of administration experience in a university setting.

Competencies and Attributes:

• Strong interpersonal skills.
• Excellent communication abilities.
• Analytical mindset with attention to detail.
• Ability to work effectively in a team environment.

How to Apply

Are you ready to make a difference in an academic environment? If you meet the qualifications and are eager to join our team, please submit your updated resume and a letter of application quoting “School Administrative Assistant – Finance and Evening Administration” to recruitment@strathmore.edu by April 22, 2024.

Due to the anticipated volume of applications, only shortlisted candidates will be contacted.

Strathmore University is committed to diversity and equal opportunity. We do not request payment from applicants at any stage of the recruitment process. Please exercise caution if you encounter any such requests.

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SAMPLE COVER LETTER FOR A SCHOOL ADMINISTRATIVE ASSISTANT – FINANCE AND EVENING ADMINISTRATION

Dear Hiring Manager,

I am writing to express my interest in the School Administrative Assistant position in the Finance and Evening Administration department at Strathmore University, as advertised. With a Bachelor’s Degree in [Your Degree] and over [Number of Years] years of experience in university administration, I am excited about the opportunity to contribute to your esteemed institution.

During my tenure at [Your Previous Institution/Organization], I gained valuable experience in managing student accounts, reconciling financial records, and providing administrative support to various departments. My attention to detail, strong communication skills, and ability to work effectively in a team environment have enabled me to thrive in dynamic academic settings.

I am particularly drawn to the collaborative culture and commitment to excellence that Strathmore University embodies. I am eager to leverage my skills and expertise to support the efficient operation of the Finance and Evening Administration department, contributing to the success of students and staff alike.

Thank you for considering my application. I am looking forward to the opportunity to discuss how my qualifications align with the needs of your team. Please find my resume attached for your review.

Warm regards,

[Your Name]

HOW TO BE A SUCCESSFUL APPLICANT FOR THE SCHOOL ADMINISTRATIVE ASSISTANT – FINANCE AND EVENING ADMINISTRATION ROLE

1. Tailor your resume and cover letter to highlight relevant experience and skills in university administration.
2. Research Strathmore University and familiarize yourself with its values and culture to align your application accordingly.
3. Showcase your attention to detail and analytical abilities in managing financial records and student accounts.
4. Emphasize your communication skills, both written and verbal, as effective communication is crucial in this role.
5. Highlight your ability to work collaboratively in a team environment, as you’ll be supporting various departments and stakeholders.
6. Be prepared to discuss your experience in debt collection strategies and financial reporting during the interview process.
7. Demonstrate your commitment to continuous learning and professional development, particularly in the field of university administration.
8. Practice professionalism and discretion, as you’ll be handling sensitive financial information and student records.
9. Showcase your problem-solving skills by providing examples of challenges you’ve encountered in previous roles and how you addressed them.
10. Prepare questions to ask during the interview to demonstrate your interest in the role and the institution.

Possible School Administrative Assistant – Finance and Evening Administration Interview Questions With Answers:

1. Can you walk us through your experience in managing student accounts and reconciling financial records?
   • Answer: In my previous role at [Your Previous Institution], I was responsible for maintaining detailed fee structures, generating student invoices, and reconciling accounts…
2. How do you prioritize tasks when handling multiple administrative duties simultaneously?
   • Answer: I prioritize tasks based on urgency and impact, ensuring that critical deadlines are met while maintaining attention to detail…
3. How do you handle challenging situations when communicating with students or parents regarding fees and payment plans?
   • Answer: I approach challenging situations with empathy and professionalism, actively listening to concerns and offering solutions…
4. Can you provide an example of a time when you had to implement debt collection strategies? How did you approach the situation?
   • Answer: In one instance, we had several outstanding fees from students…
5. How do you ensure accuracy and compliance with university policies when preparing financial reports?
   • Answer: I pay close attention to detail and cross-reference information to ensure accuracy…

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Best wishes in your job search, and thank you for considering Strathmore University as your potential employer. We are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.

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