Executive Secretary (Bursary)

Key Responsibilities

• To ensure Secretarial, Administrative and clerical duties for the Bursar, Deputy Bursar and the overall general accounts Section. Related duties are such as organizing travel & accommodation bookings, staff travelling allowances, appointments and meetings.
• To effectively maintain Bursars Office files and records and assist in compiling quarterly reports. Organize purchase of stationaries and consumables.
• To provide counter service by ensuring that visitors and appointments are managed effectively making client/visitors enquiries are dealt with accordingly.
• Attend queries related to cheque payments and do follow ups to ensure payments are done as required accordingly.
• To keep reliable records of all incoming general expenses before processing and to assist the Financial Accountant and Management Accountant follow up on queries related to GE’s.
• To prepare cheque payments for PIP Projects and to ensure accurate records are kept by providing regular updates on spreadsheets for Bursar and Deputy Bursar.
• To ensure Bursar’s Office petty cash is appropriately managed accordingly.
• To assist staff with medical claims (SEMT) to be submitted to insurance partners, Staff & Students (death) and to effectively communicate with Insurance Partners (Lae Branch) to ensure staff medical reimbursements are well managed.
• To assist Accounts in their routine banking duties as and when required.
• To organize Bursars Office Sectional meetings when requested and to be the Executive Office by taking meeting minutes.
• To monitor staff attendance through Bundy Clock time cards or other log book monitoring as required by the Bursar.
• To assist external auditors by providing relevant files and documents as and when needed.
• Contributes to the overall success of the University’s enrollment management effort by performing other duties as assigned by Bursar and Deputy Bursar.