Marietta Musyoka
Programs Administrator
Nairobi
Summary
Talented Program Administrator skilled in handling administrative, operational and outreach program functions. Wears many hats to accomplish dynamic objectives. Ready to apply 10 years of experience to new professional challenges with growth-oriented organization.
Overview
18
18
years of professional experience
8
8
years of post-secondary education
2
2
Languages
Work History
Program Administrator
Aga Khan University - Medical College
Nairobi, Kenya
11.2022 - Current
- Implementing evaluation tools for over 500 students across the East African campuses to measure program effectiveness. I use consistently use the assessment findings to make improvements where needed.
- Streamlining program processes by implementing efficient administrative procedures, resulting in improved workflow and resource allocation.
- Developing strategic plans for program growth, identifying key areas for expansion and improvement based on industry trends and stakeholder feedback.
- Maintaining accurate records of program activities, using data-driven analyses to inform future planning and decision-making.
- Organizing training sessions for staff members involved in the administration of graduate programs to develop their skills and enhance overall team performance.
- Piloting innovative solutions by researching best practices in the field that could be applied within the context of specific programs managed.
- Enhancing program visibility through the development of marketing materials, leading to increased participant engagement and enrollment.
- Providing comprehensive support by managing schedules, preparing reports, processing invoices of visiting faculty, and handling correspondence for Academic deans.
- Working with the finance team to manage budget allocations effectively, ensuring optimal use of resources and timely delivery of services.
- Continuously monitoring progress toward stated goals while adjusting strategies accordingly based on changing circumstances or needs identified during implementation phases.
- Recruiting interns and management trainees to support various aspects of the program's operation while providing them with guidance and mentorship throughout their service tenure.
- Developing and maintaining a comprehensive database of program participants, helping to track progress and ensuring appropriate follow-up of actions as needed.
- Facilitating smooth communication between stakeholders by serving as a liaison between departments, promoting collaboration and information sharing.
- Providing exceptional customer service by addressing inquiries from stakeholders promptly and professionally.
- Collaborating with external partners such as vendors or consultants as needed to execute projects efficiently within specified timelines.
- Ensuring compliance with applicable regulations by maintaining up-to-date knowledge of relevant laws governing program activities.
Specialist - Academic Affairs/Senior Project Specialist
Aga Khan University - GSMC
Nairobi, Kenya
06.2015 - 10.2022
- Managed pre-award and post award activities of a well-funded multi-million dollar environmental reporting project.
- Managed the project evaluation activities and developed timely progress reports to donors.
- Coordinated community engagement activities by undertaking action research with community stakeholders to develop solutions of the issues identified
- Supported outreach efforts through emails, teleconferences, verbal and in-person conversations
- Gathered analytical data from broadcasted episodes to help in measuring impact
- Managed donor funds and ensuring timely submission of reports
- Assisted grantees and subcontractors with preparation and submitting of proposals, in compliance with donor standards and regulations
- Ensured that grantees abide with grant contracts and utilize the disbursed grants solely in the requested projects
- Facilitated the preparation and processing of expatriate project managers' special passes, work permits and contracts
- Contributed to the preparation of concept notes and application for training partnerships with NGOs and Foundations
- Acted as point of contact on joint applications for donor funds and ensuring that the delivery partners abide with partnership contracts
- Collaborated with cross-functional teams to achieve project goals on time and within budget.
- Improved customer satisfaction rates through proactive problem-solving and efficient complaint resolution.
Senior Assistant
Aga Khan University Hospital
05.2013 - 05.2015
- Maintained confidentiality of sensitive information by adhering to strict data protection policy and implementing secure filing systems.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting leave requests as per the hospital policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Managed expense reports for the department, while ensuring accurate documentation of spending for budgeting purposes.
- Facilitated collaboration within teams by supporting regular meetings and tracking progress of action items.
- Maintained inventory of office supplies and placed orders.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Improved departmental staff morale by organizing recognition "monthly champions", acknowledging outstanding contributions and fostering positive work culture.
- Improved document processing speed by introducing online shared folders among the approvers and other online templates for routine correspondence.
- Monitored office supplies inventory, ensuring availability of essential items without overstocking.
- Addressed IT issues by coordinating with the IT support, minimizing downtime and maintaining operational efficiency.
- Enhanced communication within office, establishing monthly rota for medical students and summarizing key updates and achievements.
- Organized departmental events to enhance team cohesion, coordinating logistics and catering for participants.
- Contributed to policy updates, researching regulations to ensure company compliance.
Administrative Secretary
Kenya Conference of Catholic Bishops - General Secretariat
03.2011 - 04.2013
- Maintained a well-organized executive workspace through effective document management, equipment upkeep, and supply inventory control.
- Managed complex travel itineraries including international trips requiring visas or other documentation to ensure seamless experiences for executives on the go.
- Contributed to long-term strategic planning initiatives by preparing reports highlighting trends or areas needing improvement based on analysis of data collected from various sources within the organization.
- Maintained professional relationships with clients and vendors by acting as primary point-of-contact for executive-level inquiries or concerns.
- Coordinated volunteer efforts for corporate social responsibility initiatives that contributed to positive community relations and increased employee engagement.
- Managed expense reporting for executives to ensure compliance with company policies and budgetary guidelines.
- Assisted in the creation of press releases and other public-facing materials to ensure consistency with brand messaging and alignment with executive communication strategies.
- Collaborated with HR department in managing employee relations issues such as performance evaluations or disciplinary actions at the executive level.
- Handled sensitive information with discretion while maintaining confidentiality of executive correspondence, financial records, and personnel matters.
- Served as a trusted advisor to executives by providing insightful input on various topics, including company policy updates or potential process improvements.
- Enhanced executive productivity by efficiently managing schedules, travel arrangements, and meeting coordination.
- Ensured timely completion of projects by coordinating cross-functional teams and tracking progress against deadlines.
- Increased efficiency in handling incoming communications by screening calls, emails, and mail to prioritize urgent matters for executive attention.
- Improved communication between executives and departments with the creation and distribution of accurate meeting minutes and action items.
- Organized high-priority documents for easy retrieval using both manual and digital archiving systems that saved time when locating essential files during critical decision-making moments.
- Assisted in the development of presentations for board meetings, conferences, and other events by creating visually appealing PowerPoint slides that effectively conveyed key messages.
- Facilitated smooth transitions during periods of organizational change by providing administrative support during executive onboarding processes.
- Coordinated team building activities to promote a positive work environment within the organization.
- Streamlined office operations for increased efficiency through the implementation of effective filing systems and document management procedures.
- Supported event planning efforts by organizing logistics, sending invitations, and coordinating guest accommodations to ensure successful outcomes.
- Responded to inquiries from callers seeking information.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Filed paperwork and organized computer-based information.
- Answered high volume of phone calls and email inquiries.
- Worked with senior management to initiate new projects and assist in various processes.
- Took notes and dictation at meetings.
- Screened personal and business calls and directed to appropriate party.
- Wrote reports, executive summaries and newsletters.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Volunteered to help with special projects of varying degrees of complexity.
Administrative Assistant
Waumini Insurance Brokers Ltd
09.2009 - 03.2013
- Provided exceptional customer service through prompt responses to inquiries and resolving issues in a professional manner.
- Developed strong rapport with clients through consistent follow-ups on claim status or policy changes, fostering trust and loyalty.
- Managed multiple tasks simultaneously while prioritizing deadlines to ensure smooth operations within the insurance department.
- Enhanced client retention rates through personalized outreach efforts including birthday reminders, policy reviews, and updates on industry news.
- Ensured seamless transition of account ownership during agent turnover periods by diligently updating contact information and policy records.
- Streamlined administrative processes for enhanced productivity and accuracy in document management.
- Assisted in preparing comprehensive reports for management by extracting relevant data from various sources, providing insights into office performance and areas for improvement.
- Enhanced office organization by implementing effective filing systems for both physical and digital documents.
- Contributed to team success by actively participating in meetings, sharing best practices, and supporting colleagues when needed.
- Reduced errors in documentation by performing meticulous quality checks before submissions ensuring compliance with state requirements.
- Supported underwriting team by gathering relevant information, conducting risk assessments, and providing accurate data entry.
- Participated in cross-functional projects aimed at improving overall company performance, employee engagement, and workplace culture.
- Assisted with policy updates, ensuring accuracy of information and compliance with regulations while maintaining confidentiality of sensitive data.
- Collaborated with agents to ensure timely policy renewals and maintain positive client relationships.
- Participated in networking events and developed relationships with potential clients to increase sales.
- Generated leads and met with potential clients to explain insurance options and encourage purchases.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Established administrative work procedures to track staff's daily tasks.
Front Office Secretary
Clarkson Insurance Brokers Ltd.
03.2008 - 08.2009
- Consistently maintained courteous phone etiquette when engaging with callers seeking assistance.
- Participated in ongoing professional development opportunities to stay current with industry trends and best practices in insurance reception duties.
- Proactively communicated with policyholders regarding upcoming renewals or changes in coverage options, ensuring they were well-informed about their choices.
- Streamlined appointment scheduling for agents, resulting in increased efficiency and productivity.
- Demonstrated flexibility in adapting to changing priorities while maintaining a high level of productivity under pressure.
- Supported new employees during their onboarding process, fostering a welcoming work environment.
- Managed incoming calls efficiently, directing inquiries to appropriate personnel for timely responses.
- Collaborated with colleagues to ensure smooth office operations and coordination of tasks.
- Served as a reliable resource for clients seeking clarification about their policies or claims processes.
- Kept the front desk area clean and organized, creating an inviting atmosphere for clients visiting the office.
- Resolved customer problems and complaints.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Answered phone promptly and directed incoming calls to correct offices.
- Confirmed appointments, communicated with clients, and updated client records.
- Maintained visitor log for entering and leaving facility for security purposes.
- Routed incoming mail and messages to relevant personnel without delay.
Secretary
M. P. Shah Hospital
01.2007 - 02.2008
- Performed various administrative tasks by filing, copying and faxing documents.
- Developed rapport with patients through compassionate communication and attention to their individual needs.
- Prepared comprehensive medical reports by compiling relevant data from multiple sources including lab results, imaging studies and clinical notes.
- Increased overall department efficiency with meticulous handling of insurance authorizations and billing procedures.
- Ensured accurate billing practices by working closely with the finance department on invoicing matters related to radiology services.
- Expedited report turnaround time through proficient use of medical transcription software, aiding prompt diagnosis.
- Supported overall patient care by maintaining a clean and organized office environment, prioritizing safety and infection control measures.
- Enhanced patient satisfaction by providing efficient administrative support and maintaining organized medical records.
- Collaborated with insurance companies to resolve billing issues promptly, minimizing financial burden on patients.
- Assisted physicians with accurate transcription of medical reports, ensuring timely communication with patients and other healthcare providers.
- Contributed to smooth daily clinic operations by managing telephone lines, directing calls appropriately and taking detailed messages when needed.
Education
No Degree - Monitoring and Evaluation
Strathmore University
05.2017 - 09.2017
Master of Arts - Project Management
Catholic University of Eastern Africa
Nairobi, Nairobi Province, Kenya 05.2021 - Current
Bachelor of Arts - Leadership and Management
St. Paul's University
Nairobi, Nairobi Province, Kenya 01.2012 - 01.2014
Associate of Arts - Secretarial Studies And Office Management
Holy Rosary College, Tala
Tala, Machakos 04.2000 - 01.2002
Skills
PUBLICATIONS
- Overview Of Environmental Policy on Sand Harvesting and Its Effect to The Sustainability of Rivers In Makueni County, Musyoka, M. M., Nalugala, R., African Journal of Emerging Issues, 4, 1, 1 - 17, 2022, https://ajoeijournals.org/sys/index.php/ajoei/article/view/249
- Effects of Alcohol Abuse on the Wellbeing of Urban Households in Kenya: A Case Study of Mlolongo Township in Machakos County, Kenya, Musyoka, M., Master's Thesis, 2016
- Why conservation is at the heart of spirituality, 11/01/18, Catholic Mirror
- Climate Change mitigation means creating safe spaces for children and the vulnerable, 02/01/19, Catholic Mirror
- Conservation bucket list this Lenten Season, 03/01/19, Catholic Mirror
- No more smile on this scorching face, 04/01/19, Catholic Mirror
- Storytelling and Indigenous beliefs is key to saving Kenya's Flora and Fauna, 07/01/19, Catholic Mirror
- Weather Mess Hurts Children More, 09/01/19, Daily Nation
REFEREES
- Prof. Peter Kimani; Aga Khan University, +254 711176327; peter.kimani@aku.edu
- Dr. Reginald Maudlin Nalugala - Senior Lecturer, Institute of Social Transformation - Tangaza University, +254702265255, reg.nalugala@tangaza.ac.ke
- Andrew Tkach, Director and Producer, Giving Nature a Voice/Voices from the Roof of the World Project; Aga Khan Development Network, +33 6 82 84 06 8, messymomentmedia@gmail.com
CONFERENCES ATTENDED
- 5th - 9th September 2024: 9th Network of Early Career Researchers in Sustainability Transitions Conference; Centre for Sustainability Transitions – Stellenbosch University, Cape Town – South Africa
- 11th - 12th August 2023: Decolonization as Method: Understanding the Theme and Place of Research Problems; Makerere Institute of Social Research - Uganda
- 1st August 2023: Introduction and Launch Workshop of PASGR & IDRC's Utafiti Sera Food Systems Transformation; Sarova Panafric, Nairobi
- 1st - 2nd August 2029: Event Organizer of East Africa Communicators Association. Over 200 Stakeholders drawn from Universities across Eastern Africa, Media and Communications professionals and Civil Society Organizations were in attendance.
- 5th April 2029: Event Organizer of Women in Media Leadership Breakfast; Nairobi Serena Hotel
- November 2016: Assistant trainer in Environmental documentary reporting seminar. Giving Nature a Voice Project - Aga Khan University
HOBBIES
- I have a collection of poems and I can't get enough of writing more!
- I like watching movies every time I have a "me" time.
Timeline
Program Administrator
Aga Khan University - Medical College
11.2022 - Current
Master of Arts - Project Management
Catholic University of Eastern Africa
05.2021 - Current
No Degree - Monitoring and Evaluation
Strathmore University
05.2017 - 09.2017
Specialist - Academic Affairs/Senior Project Specialist
Aga Khan University - GSMC
06.2015 - 10.2022
Senior Assistant
Aga Khan University Hospital
05.2013 - 05.2015
Bachelor of Arts - Leadership and Management
St. Paul's University
01.2012 - 01.2014
Administrative Secretary
Kenya Conference of Catholic Bishops - General Secretariat
03.2011 - 04.2013
Administrative Assistant
Waumini Insurance Brokers Ltd
09.2009 - 03.2013
Front Office Secretary
Clarkson Insurance Brokers Ltd.
03.2008 - 08.2009
Secretary
M. P. Shah Hospital
01.2007 - 02.2008
Associate of Arts - Secretarial Studies And Office Management
Holy Rosary College, Tala
04.2000 - 01.2002
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