Domfas International Leadership Academy (Domfas ILA) was founded with the primary goal of transforming learners into leaders – ensuring students develop critical thinking skills, creativity and a flexibility of mind that will benefit them for life. As a true international private school, Domfas leverages a blend of American curriculum and the best of African curriculum to provide students with a unique and well-rounded educational experience.
We are recruiting to fill the position below:
Job Title: Administrative Officer
Location: Ekiti
Job type: Full time
Position Summary
- The DAPS Administrative Officer is responsible for providing efficient administrative, operational, and clerical support to ensure the smooth day-to-day functioning of the school.
- The Officer coordinates office operations, manages records and documentation, supports staff and student services, and ensures effective communication among students, parents, staff, and external stakeholders.
- The role serves as a central point of coordination for administrative activities, contributing to the delivery of high-quality educational services and supporting the school's mission of academic excellence and student success.
Key Responsibilities
Office Administration and Operations:
- Coordinate daily administrative and office activities.
- Manage front office operations and ensure a professional reception environment.
- Handle incoming calls, emails, correspondence, and inquiries.
- Maintain office filing systems, records, and documentation.
- Schedule appointments, meetings, and school events.
- Prepare official letters, memos, reports, and administrative documents.
- Ensure efficient office workflow and administrative support services.
Student Records and Documentation:
- Maintain accurate and confidential student records.
- Manage student registration, enrollment, and documentation processes.
- Update student databases and information systems.
- Support the preparation and distribution of student reports and academic records.
- Ensure proper storage and retrieval of student information.
- Assist with admissions and student onboarding activities.
Staff Support and Coordination:
- Provide administrative support to academic and non-academic staff.
- Coordinate staff schedules, meetings, and administrative communications.
- Assist with staff documentation, records management, and personnel files.
- Support recruitment, onboarding, and orientation activities as assigned.
- Facilitate communication between departments and school leadership.
Parent and Stakeholder Relations:
- Serve as a primary point of contact for parents and visitors.
- Respond professionally to inquiries and requests for information.
- Coordinate parent meetings, orientations, consultations, and school events.
- Maintain positive relationships with parents, educational partners, and stakeholders.
- Provide administrative support during school programs and activities.
Financial and Procurement Support:
- Assist with processing invoices, receipts, and payment documentation.
- Maintain records of school expenditures and purchases.
- Support procurement processes for office and educational supplies.
- Monitor inventory levels and coordinate replenishment of materials.
- Prepare basic financial reports and expenditure summaries when required.
- Support budget tracking and resource utilization activities.
Data Management and Reporting:
- Maintain accurate administrative records and databases.
- Generate weekly, monthly, and termly administrative reports.
- Compile data related to student enrollment, attendance, and school operations.
- Support institutional reporting and compliance requirements.
- Ensure data accuracy, confidentiality, and security.
Event and Logistics Coordination:
- Coordinate logistics for meetings, workshops, seminars, examinations, and school events.
- Prepare venues, materials, and administrative resources for activities.
- Support the planning and execution of open days, orientations, graduation ceremonies, and outreach events.
- Coordinate transportation, accommodation, and hospitality arrangements where required.
Compliance and Quality Assurance:
- Ensure compliance with school policies and administrative procedures.
- Maintain confidentiality of student, staff, and institutional information.
- Monitor administrative processes and recommend improvements.
- Support implementation of quality assurance and operational excellence initiatives.
- Ensure timely completion of assigned administrative tasks.
Communication and Correspondence:
- Draft, type, and distribute official communications.
- Manage incoming and outgoing correspondence.
- Maintain records of communications and official documents.
- Assist with the preparation of newsletters, notices, circulars, and announcements.
- Support digital communication through email, school platforms, and social media channels as assigned.
General Administrative Responsibilities:
- Maintain office equipment and coordinate repairs when necessary.
- Monitor office supplies and ensure adequate availability.
- Support school leadership in administrative planning and coordination.
- Participate in staff meetings, training sessions, and professional development activities.
- Perform additional duties assigned by school leadership.
Requirements
Educational Qualifications:
Applicants must possess any of the following qualifications:
- Bachelor's Degree in Business Administration, Public Administration, Office Management, Educational Management, Human Resource Management, Mass Communication, Secretarial Administration, or a related field from a recognized institution.
- Higher National Diploma (HND) in Business Administration, Public Administration, Office Technology and Management, or a related discipline.
- A Master's Degree in Business Administration, Educational Administration, Public Administration, or a related field is an added advantage.
- Professional certifications in administration, office management, records management, human resources, or customer service are an added advantage.
Experience:
- Must have 2–5 years experience in administration, office management, educational administration, customer service, or related roles.
- Experience working in a school, educational institution, training center, or similar environment is highly desirable.
- Experience managing records, documentation, and administrative operations.
- Demonstrated ability to coordinate multiple tasks and meet deadlines effectively.
Required Skills and Competencies Administrative and Organizational Skills:
- Strong office administration and organizational skills.
- Ability to manage multiple responsibilities simultaneously.
- Excellent record-keeping and documentation skills.
- High attention to detail and accuracy.
Communication:
- Excellent verbal and written communication skills.
- Strong interpersonal and customer service abilities.
- Ability to interact professionally with students, parents, staff, and stakeholders.
Technology:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficiency in Google Workspace (Docs, Sheets, Forms, Drive, Calendar).
- Experience using student information systems and office management software.
- Ability to manage digital records and databases.
Problem Solving and Coordination:
- Strong planning and time-management skills.
- Ability to work independently and collaboratively.
- Strong problem-solving and decision-making abilities.
- Ability to maintain professionalism under pressure.
Personal Attributes:
- High level of professionalism and integrity.
- Excellent customer service orientation.
- Strong work ethic and reliability.
- Positive attitude and willingness to support others.
- Ability to maintain confidentiality.
- Proactive and solution-oriented mindset.
- Strong interpersonal and relationship-building skills.