Position Overview:

The Administrator provides essential operational, administrative, and logistical support to ensure the smooth functioning of the Centre for Artificial Intelligence and Smart Technologies. This role manages day-to-day operations, coordinates activities across departments, and supports both the academic and commercial functions of the Centre.

Key Responsibilities

• General Administration - Manage Centre correspondence, communications, and documentation; 
• Coordinate meetings, events, and schedules for Centre leadership and staff; 
• Maintain Centre records, files, and information management systems; 
• Prepare reports, presentations, and documentation as required; 
• Manage office supplies, equipment, and facilities; 
• Serve as first point of contact for Centre inquiries;
• Coordinate travel arrangements and logistics for staff and visitors Academic Support Functions;
• Support coordination of teaching activities and training programs;
• Assist with student project administration and record-keeping;
• Coordinate research seminars, workshops, and academic events;
• Manage academic partnerships and collaboration documentation;
• Support faculty with administrative aspects of research projects;
• Maintain academic calendar and milestone tracking;
• Coordinate with University administration on academic matters;
• Commercial Operations Support - Assist with client communications and relationship management;
• Support proposal development and contract administration;
• Coordinate project documentation and deliverables;
• Manage invoicing, payment tracking, and financial record-keeping;
• Support business development activities and client events;
• Maintain client database and project tracking systems;
• Coordinate with University Finance and Procurement departments;
• Human Resources & Facilities- Support staff recruitment, on-boarding and HR administration;
• Maintain staff records and coordinate professional development;
• Manage Centre personnel policies and procedures;
• Coordinate facilities management and equipment maintenance;
• Ensure health and safety compliance in Centre operations;
• Support performance evaluation processes;
• Financial & Budget Support -  Assist with budget preparation and financial planning;
• Track expenses and maintain financial records;
• Process purchase requests and payment documentation;
• Support grant and project financial administration;
• Prepare financial reports for leadership and stakeholders Coordinate with University Finance department.

• Master's degree in Business Administration, Business Leadership, Project
  Management, Human Resources Management, Public Administration,
  Management or related field;
• A Bachelor’s degree in Business Administration, Business Leadership, Project Management, Human Resources Management, Public Administration, Management or related field;
• Minimum of two (2) years of administrative experience, preferably in academic or research environment;
• A Project Management certification is an added advantage;
• Knowledge of project management and coordination;
• Familiarity with financial systems and procurement processes;
• Experience in supporting both academic and commercial operations;
• Understanding of research administration and grant Experience with financial record-keeping
  and budget tracking management;
• Proficiency with database management and information systems;
• Event planning and coordination experience.

• Exceptional organizational and multitasking abilities;
• Professional demeanor and interpersonal skills;
• High digital literacy;
• Proactive problem-solving approach;
• Flexibility and adaptability to changing priorities;
• Team player with collaborative mindset;
• High level of integrity and reliability;
• Customer Service Orientation;
• Initiative and self-motivation;
• Cultural sensitivity and diplomacy;
• Strong organizational and time management skills;
• Strong appreciation
  of Information and Communication Technologies (ICTs);
• Proficiency in MS
  Office Suite (Word, Excel, PowerPoint, Outlook);
• Excellent written and
  verbal communication skills;
• Strong attention to detail and accuracy;
• Ability
  to handle confidential information with discretion.