Duties of the post include:
Accounts and Financial Administration
- Prepare and process invoices, receipts, payment requests, reimbursements, and purchase documentation.
- Record and maintain financial transactions in approved accounting systems.
- Assist with student fee administration, billing, and related reconciliations.
- Support payroll administration by maintaining payroll records and processing documentation in a timely manner.
- Reconcile financial records and assist in tracking expenditures against approved budgets.
- Maintain orderly financial files and supporting documentation for audit purposes.
- Assist in the preparation of routine financial reports and management information.
Compliance and Record Management
- Ensure compliance with University regulations, financial procedures, HR policies, and statutory requirements.
- Maintain accurate records to support audits, accreditation reviews, regulatory reporting, and quality assurance activities.
- Safeguard confidential employee, student, and financial information.
- Ensure appropriate filing, retention, and retrieval of personnel and financial records.
Human Resource Administration
- Maintain employee personnel files and HR records in accordance with University policies and confidentiality requirements.
- Prepare employment-related documentation including appointment letters, contract renewals, leave records, and other HR correspondence.
- Coordinate recruitment activities including advertising vacancies, scheduling interviews, communicating with candidates, and maintaining recruitment records.
- Support staff onboarding and orientation processes.
- Maintain records relating to attendance, leave, training, and staff development.
- Respond to routine staff enquiries regarding HR policies, benefits, leave entitlements, and administrative procedures.
- Assist with workforce data collection and preparation of HR reports.
Data Management and Reporting
- Maintain HR and accounting databases and ensure data accuracy and integrity.
- Generate routine reports relating to staffing, recruitment, payroll, expenditures, and other operational indicators.
- Assist in compiling information required by University management and regulatory agencies.
- Monitor administrative processes and identify opportunities for improvement.
Customer Service and Administrative Support
- Serve as a first point of contact for routine HR, payroll, and accounts-related queries.
- Provide courteous and professional service to faculty, staff, students, external partners, and visitors.
- Support meetings, events, and administrative activities of the School as required.
- Assist with procurement, inventory monitoring, and general office administration.
Technology and Continuous Improvement
- Utilize human resource, payroll, financial, and office productivity systems effectively.
- Support implementation of new administrative technologies and digital processes.
- Recommend improvements to enhance efficiency, transparency, and service delivery.
- Contribute to a culture of professionalism, innovation, accountability, and continuous improvement.
KNOWLEDGE, SKILLS AND ABILITIES
- Applicants should be familiar with the University’s mission, structure, policies and procedures.
- Applicants should have knowledge of faculty and department operations and structure.
- Applicants should be proficient in the use of Microsoft Office applications and computerized administrative systems, including Banner Finance and PeopleSoft.
- Applicants should have experience in a tertiary education institution, healthcare environment, or professional services organization, familiarity with payroll processing and financial management systems and knowledge of records management principles.
- Applicants must have the ability to work independently and as part of a team and exhibit cultural sensitivity and professionalism in dealing with diverse stakeholders.
QUALIFICATIONS
Essential:
- Associate Degree, Diploma, or equivalent qualification in Human Resource Management, Accounting, Business Administration, Finance, Management Studies, or a related field.
EXPERIENCE
Essential:
- At least two (2) years relevant experience in human resources, finance, accounting, payroll, or general administration.
COMPETENCIES
- Client Focus
- Interactive Communication
- Using Information Technology
- Work Ethics and Values
- Problem Solving
- Adaptability
- Attention to Detail
- Teamwork
- Initiative
- Service Orientation
- Confidentiality
- Planning & Organizing
The Human Resources Division would like to thank all applicants for their interest. Please note that only shortlisted candidates will be acknowledged or contacted.
