Job Details
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Job Description
Purpose of Job
The role purpose is to Performs a variety of general office, clerical, technical, bookkeeping and related administrative support duties for professional staff, division managers or a department director
Duties and Responsibilities
- Verifies, compiles, and records a variety of data/information related to assigned Office program, department, or work unit
- Prepares a variety of material such as interoffice communications, correspondence, requisitions, forms, and reports
- Effectively uses database, and spreadsheet software application programs in the course of assigned duties
- Acts as office receptionist; answering telephones, making reservations and appointments, receiving and responding to all levels of staff and the general public providing information and assistance whenever possible
- Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
- Attends and participates in meetings; may take, transcribe, and distribute as directed
- Prepares reports from data compiled and records kept as it relates to the assigned work unit or program.
- May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
- Receives, opens, and distributes incoming and outgoing mail; initiates and/or transmits inter-office memos, notices
- Receives, reviews, and verifies documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
- Coordinates assigned office functions and details with other departments/units as necessary
- Develops or assists in the development of forms, worksheet, and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within assigned unit
- Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
Job Requirements
Communications
Internal: Admin Staff, All Departments.
External: Customers, Visitors.
QUALIFICATIONS & Requirements
Education: Bachelor's degree in business administration or a related field.
Experience: 1 to 3 years of experience in Administration Management.
Language: Good written and spoken English
Computer: Ability to use Microsoft Office to include Microsoft Word, Excel and email
Min. report required
Line of Authority:
- Release Letters.
- Access to E-mail.
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