AJMAN UNIVERSITY
JOB DESCRIPTION
Job Title: College Secretary
Department/ College: College of Architecture, Arts and Design
Grade: 7
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.

SUMMARY OF FUNCTIONS:

• Perform a range of basic office support activities for a unit/department, such as answering phones and directing calls,
• Respond to inquiries and perform routine clerical, data entry, and/or word processing work as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.
• Open and route incoming mail; distribute correspondence and other material to department staff/faculty.
• Perform a variety of routine typing assignments as appropriate to the position;
• May operate a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; type and mail form letters.
• Copy and/or duplicate materials as requested; may oversee day-to-day operation of copy machine.
• Establish, maintain, process, and/or updates files, records, and/or other documents.
• May perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
• May schedule or assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position.
• May order, stock, and distribute office supplies.
• May run various routine errands, as required, for the unit/department.
• Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS & EXPERIENCE:
University diploma/ Bachelor Degree with 2 years of experience related to the secretarial field.

KNOWLEDGE & SKILLS:

• Ability to understand and follow specific instructions and procedures.
• Ability to prepare and print routine correspondence, labels, and/or other basic written material.
• Skill in the use of operating basic office equipment.
• Record maintenance skills.
• Receptionist skills.
• Ability to maintain calendars and schedule appointments.
• Word processing and/or data entry skills.

WORKING CONDITIONS:

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

SUPERVISION:

• Report to: Dean
• Subordinates: N/A

Ajman University