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Job Description
- Runs day-to-day operations of the administrative department and staff members.
- Follow-up implementation of projects continuously, directly, or indirectly.
- Coordinating and managing appointments, meetings, and the conference room schedule.
- Develop a Meeting Schedule, draw up an agenda for all staff meetings and make sure that minutes are taken at all meetings and that tasks are set.
- Create an action plan as a result of each meeting, centralizing all tasks on a task list or register to follow up on it easily.
- Prepare purchase requisitions, and manage invoice and PO processes, including consultancy fees and vendors.
- Monitors division budgets and expenditures.
- Responsible for the preparation of a weekly follow Up and Failure Report on all areas.
- Respond to and initiate inquiries (questions regarding purchasing, facilities, administration, specialized programs, etc.)
- Support purchasing requirements for the department, researching items, and obtaining price quotes, entering information into university systems, receiving purchase orders.
- Arrange and coordinate travel and travel reimbursement for staff.
- Explain policies, answer questions, and independently resolve problems whenever feasible.
- Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.
- Plan, prioritize and schedule meetings and appointments for Directors and other management.
- Make decisions on a daily basis regarding calendars.
- Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.
- Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.
Job Requirements
- Bachelor’s degree in business Administration or any equivalent.
- At least 5 years of experience in admin position.
- Very Good MS Office
- Capacity to stay focused on specific tasks.
- Attention to details.
- Very effective organizational skills.
- Effective written communication skills.
- Stress management skills.
- Time management skills.
