Office Manager
5 months ago
**SUMMARY OF FUNCTIONS**:
The Office Manager of the COO's Office plays a critical role in supporting the COO and ensuring the efficient operation of the COO's office at the University. The position requires a combination of administrative, managerial, and interpersonal skills, as well as a deep understanding of university operations and policies. The Office Manager plays a key role in advancing the COO's goals and objectives, and works closely with other University offices to achieve these goals.
**ESSENTIAL DUTIES & RESPONSIBILITIES**:
- Communicates with functional managers, staff members, deans, faculty members, and students; by responding to all their inquiries and satisfying all their needs.
- Establishes viable relationships with external parties; including banks, insurance companies, other financial institutions, consultants, key customers and vendors, external auditors and regulatory authorities.
- Manages the COO’s calendar by prioritizing appointments, scheduling meetings and events. Coordinates events and meetings hosted by the COO's office, including scheduling and logistics.
- Supervises administrative support staff, including training and evaluating performance.
- Manages special projects as assigned by the COO, including research, analysis, benchmarks and report preparation.
- Drafts minutes of meetings and translates documents (Arabic to English and vice versa).
- Prepares, reviews and refines progress reports in coordination with related managers; ensures that deadlines of projects’ completion are met and problems are immediately addressed, resolved and/or reported.
- Maintains organized and easily accessible resources within a highly automated environment; ensuring an accurate and timely flow of incoming and outgoing documents and conducting an initial review of those that need the COO’s signature.
- Attends meetings and updates the COO on certain matters of interest.
- Produces reports, presentations, analytical summaries and briefing papers.
- Provides input and recommendations to the COO on key issues and initiatives.
- Assists with the preparation of annual reports, strategic plans, and other documents for the University.
- Continuously evaluates the effectiveness of administrative processes and makes recommendations for improvement.
- Monitors and tracks the COO's projects and initiatives, ensuring that deadlines are met and progress is made.
- Prepares and reviews reports, presentations, and other materials for the COO.
- Serves as a resource for University student, faculty and staff members by answering questions and providing guidance on university policies and procedures.
- Performs other different job-related duties as assigned by the COO.
**QUALIFICATIONS & EXPERIENCE**:
- A Bachelor Degree in Business Administration or any other relevant field.
- Minimum 5-7 years of professional experience in a related role, preferably within the higher education environment.
**KNOWLEDGE & SKILLS**:
- Interpersonal skills: building relationships and working collaboratively with colleagues, students, faculty and staff members, and external partners. Should be approachable, empathetic, and have a customer service-oriented mindset.
- Excellent knowledge of administrative policies, procedures and best practices as applicable to the support services. In addition to a deep understanding of University policies and procedures, as well as relevant regulations and guidelines, to be able to ensure compliance with these requirements.
- Ability to prioritize the workload in an effective manner; work under pressure within a busy environment and meet tough deadlines.
- Ability to plan and execute complex projects and initiatives, manage timelines and deadlines, and ensure that goals are met.
- Good knowledge of office management practices within a dynamic and highly automated work environment.
- Ability to foster cooperative work relationships within a diverse community that involves multiple internal and external parties.
- Proficiency level of MS. Word, Excel, and PowerPoint.
- Excellent written and oral communication skills in English and Arabic.
- Ability to convey complex information in a clear and concise manner and be skilled at diplomacy and conflict resolution.
- Good knowledge of budget preparation and fiscal resources management.
- Ability to gather data, conduct research, compile information, and write reports.
- Ability to analyze data and information, identify trends and patterns, and make recommendations based on their findings.
- Strong attention to detail and be able to maintain accurate records and documentation.
- Ability to adapt to changing circumstances and priorities, and be comfortable working in a fast-paced environment.
- Ability to identify problems, evaluate options, and develop effective solutions.
- Ability to think strategically, understand the University's mission and goals, and align the work of the COO's office with these objectives. Ability to handle confidentia
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