Office Coordinator

Date: Jun ‎24, ‎2022
Location: Saudi Arabia
Company: King Abdullah University of Science & Technology
Position Summary:
Oversee and manage the general and administrative affairs of area assigned as
per the directive of the Director of Graduate Development and Services. Scope
includes routine secretarial, administrative, IT, and clerical tasks required
by the office.

Major* Responsibilities:
**Director 's Personal Assistant:*
* Answer telephone, screen calls and office visits, take accurate and detailed messages
* Schedule appointments, prepare materials and documents needed for meetings
* Coordinate meetings, special events, luncheons, and similar events hosted by Director
* Compose and type routine correspondence
* Prepares agenda and collects materials for meetings and conferences; takes minutes and keeps records of proceedings
* Receive and coordinate necessary action for all material s requiring Director's signature
* Serves as a first point of contact for all visitors and callers to the Director and assist scheduled and impromptu visitors in the most professional manner
* Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status
* Performs administrative duties, recommends improvements in work flow, procedures and use of equipment and forms
* Recommends actions to be taken on office expenditures such as equipment and supply needs Personnel Duties
* Maintain employee rosters and staff group memberships (shared team excel sheet, MS Teams membership, annual leave tracking, etc.) to reflect staff changes and updates
* Assist departmental program leads in submitting spousal/CWF contracts and renewals
* Coordinate new staff onboarding and exiting (i.e., room allocation, phone and IT requests, initial office set up, etc.)
* Oversee departmental IT asset tracking and coordination of shared IT resources
* Responsible for departmental P-Card, process approved purchases, reconcile accounts, and prepare reports as needed
* Oversee office supply stock for department Student Services:
* Oversee student approvals assigned to Director's office (KAUST ID and visitor ID, visa transfers, student standing review, etc.)
* Coordinate invitations and RSVPs for events requiring student representation
* Serves as a first point of contact for escalated issues to the Director and prepares case overview to the Director (gather information related to presenting concern, research relevant student history, review related precedent from similar circumstances, etc.) and documents case and outcomes.
* Provides administrative support to student conduct process (i.e., case creation, data entry, meeting minutes, preparation of associated reports)

Other Responsibilities:

• Ensures a smooth flow of documents in and out of the department with confidentiality


• Assists in variety of department operations; performs special projects and assignments as requested


• Reviews reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures


• Performs general clerical duties


• Clearly and consistently communicate, interpret, and enforce policies


• Provide stakeholder support that is sensitive to the social and cultural issues involved with an international university located in the Kingdom of Saudi Arabia


• Participate in the overall administration of the Graduate Affairs Department, and Graduate Development & Services by attending staff meetings, serving on committees, representing the Department and University as requested, and cooperatively assisting colleagues


• Other duties within the range of skills normally associated with this type of position, as required

Competencies:

• Excellent English communication skills in speaking, writing, listening, and presenting; ability to communicate sensitive information


• Appropriate technology skill for the position


• Demonstrated record keeping skills


• Ability to set priorities and work on multiple projects simultaneously


• Ability to work under pressure and deadlines


• Flexibility with regard to work schedule, including outstanding time management skills


• Strong customer service orientation


• Possess strong secretarial skills


• Ability to work collaboratively across all University departments and throughout the community

Qualifications:
* Bachelor's degree in related field
* Minimum of ‎3 years of relevant professional experience performing general secretarial duties
* Demonstrated ability to compose professional correspondence to various types of stakeholders and situations
* Strong proficiency working with MS Office applications, database, spreadsheet, as well as ability to quickly learn work with various departmental and University software technologies