Office Manager

Job Description

SUMMARY OF FUNCTIONS:

Coordinates oversees and/or performs various support activities secretarial services and confidential assignments for the Office of the Chancellor.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides support to all stakeholders including faculty staff students and others by screening and handling telephone communications greeting and directing visitors and addressing administrative issues and inquiries.
• Organizes and facilitates meetings and special events scheduling and coordinating dates times venues attendance agendas and facilities. Takes minutes and provides administrative support and follow-up on matters arising from meetings.
• Composes and prepares documents and correspondence for the office; handles incoming and outgoing correspondence and prepares responses as appropriate.
• Drafts prepares and edits presentations as requested.
• Translates documents from Arabic to English and vice versa.
• Handles the travel arrangements for the office.
• Gathers enters and updates data to maintain the office’s records and databases as appropriate; establishes and maintains the filing system/archive of the office.
• Guides and oversees the work of newly appointed junior staff and/or trainee students when engaged in related support activities.
• Orders replenishes and maintains office supplies and equipment.
• Enhances professional growth and development through participation in educational programs in-service meetings and workshops.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in business administration or a related field.
• 3- 5 years of experience directly related to the duties and responsibilities specified.

KNOWLEDGE & SKILLS:

• Strong organizational skills and the ability to prioritize workflow.
• Strong interpersonal and communication skills and the ability to work effectively with staff from a diverse community.
• Ability to create compose and edit correspondence presentations and other written materials.
• Ability to coordinate and organize meetings and/or special events.
• Excellent customer service skills.
• Database management skills.
• Knowledge of planning and scheduling techniques.
• Ability to provide leadership and guidance to administrative support staff and/or students.
• Fluency in English and Arabic.

SUPERVISION:

Reports to: Senior Manager Office of the Chancellor

Subordinates: N/A