Job Description

Degree Level: Bachelor's Degree
:
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

Skills Required