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Job Description
- Provides staff and office support for the dean, to include screening and handling telephone communications, greeting and directing visitors.
- Deal with administrative problems and inquiries, as appropriate.
- Serves as a primary point of contact and liaison between the office, students, and external constituencies.
- Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, provides administrative support, and follow-up on meetings.
- Schedules and coordinates dean's appointments and travel arrangements and coordinates daily office activities.
- Gathers, enters, and/or updates data to maintain departmental records and databases.
- Carries out and coordinates administrative activities associated with academic affairs.
- Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security etc.
- Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
- Performs miscellaneous job-related duties as assigned.
- Prepare the PO for office supplies for the work room and for staff members, tracks office supply levels, and maintains budget ledger/record keeping of funds used for the Provost's Office supplies and other office expenditures.
- Order and purchases food for meetings and works closely with caterers, monitors the office budget, reconciles orders, invoices, and monthly financial record statements; communicates with vendors regarding adjustments.
- Prepares purchase requisitions and travel forms and makes travel reservations for faculty staff, when necessary.
- Receive and coordinates special projects and assignments received from the dean.
- Apply project management skills and tools in creating project plans and follow-up schemes for different projects directed and lead by the provost.
- Provide note taking for committees, as requested.
Job Requirements
- Bachelor’s degree of Business Administration.
- Minimum of 7 years of administration assisting experience, with Two (2) years as an office manager
- Administrative experience in higher education is a plus
- Ability to effectively handle confidential and proprietary information.
- Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
- Analytical Aptitude, Problem Solving and follow up, able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
- Can make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
- Demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
- Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.
- Able to plan, schedule, and organize tasks related to the job to achieve goals within time frames.
- Excellent command of English & Arabic & Excellent knowledge of Microsoft Office and/or relevant position software programs.
