Administrative Officer

SUMMARY OF FUNCTIONS:

An Administrative Officer, VCFAA coordinates and performs a wide range of support activities, secretarial services, and confidential assignments for the Office of the VCFAA. S/he is required to be detail-oriented, accountable, and able to work independently with limited guidance from the direct manager. S/he should also be able to multitask and prioritize different assignments and requirements based on urgency.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• VCFAA coordinates the VCFAA 's office by maintaining the office's physical and digital filing systems, ordering and maintaining office supplies, and ensuring that the office runs smoothly.
• Facilitates communication between the VCFAA and other university stakeholders by acting as a point of contact between the VCFAA and other colleges/ offices, faculty and staff members, and students, as well as external stakeholders and community members, in addition to screening and handling telephone and email communications.
• Supports the VCFAA 's participation in university committees, special events, and internal/ external meetings by scheduling dates and times, preparing agendas and materials, taking meeting minutes, and following up on action plans;
• Organizes and facilitates meetings and special events; schedules and VCFAA coordinates dates and times, venues, attendance, and agendas.
• Takes minutes of meetings, and provides administrative support and follow-up on matters and actions arising from the meetings.
• Drafts and prepares written documents, policies and procedures, reports and correspondences for the office; screens and evaluates incoming inquiries and complaints and makes sure they are handled on time.
• Gathers, enters, and updates data to maintain updated records and databases, as appropriate; establishes and maintains files and records for the Office.
• Keeps the petty cash of the office, VCFAA coordinates and oversees the day-to-day management of supplies and equipment for the Office.
• Conducts research and analysis to support the VCFAA 's decision-making by gathering and analyzing data, creating reports and presentations, and making recommendations to the VCFAA based on research findings.
• Assists in the tasks related to committees that fall under the Office of the VCFAA, in terms of follow-up on actions and progress reports.
• VCFAA coordinates with different offices and colleges on different requests and inquiries.
• Maintains proper and updated documentation and records related to risk management across different offices, including risk register, incident reporting, and remedial actions.
• Receives guests, schedules appointments, and provides all necessary administrative support activities related to the office.
• Oversees the maintenance of the VCFAA 's office space, ensuring that it is clean, organized, and functional.
  Performs miscellaneous job-related duties as assigned by the direct manager.

QUALIFICATIONS:

• A bachelor's degree in business administration or any other relevant field.
• A minimum of 3-5 years of experience related to the duties and responsibilities specified.
• Experience working within the academic environment is a plus.

KNOWLEDGE & SKILLS:

• Communication skills: strong Arabic and English verbal and written communication skills, the ability to communicate effectively with a wide range of stakeholders, and the ability to draft clear and concise correspondence, reports, and other documents.
• Technical skills: proficiency in various software systems and applications such as MS Office applications.
• Cross-cultural competence, with the ability to communicate effectively with people from different cultures and to create inclusive and welcoming environments.
• Good skills in organizing resources and establishing priorities.
• Ability to VCFAA coordinate and organize meetings and special events.
• Integrity and professionalism.
• Knowledge of planning and scheduling techniques.
• Familiarity with office organization and optimization techniques.
• A high level of multitasking and time management capability is preferable.

WORKING CONDITIONS:

• Work is normally performed in a typical interior & exterior work environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.

SUPERVISION:

Reports to: Vice-Chancellor for Financial and Administrative Affairs

Subordinates: N/A