Administrative Officer
Zayed University
مجموع سنوات الخبرة :17 years, 1 أشهر
• Provides administrative support to ensure that the Offices of Academic Affairs and Faculty Affairs function as smoothly and efficiently as possible under the direction of the Associate Provost and Chief Academic Officer (AP-CAO) and Assistant Provost for Faculty Affairs and Research.
• Manages the following tasks in relation to Academic Affairs Office:
o Performs a variety of operational and administrative activities in support of the day-to-day functioning of Academic Affairs Office. Acts as the unit’s primary point of contact from all queries from the Deans, Associate and Assistant Deans or Executive Directors reporting to the AP-CAO.
o Prepares the agenda for meetings, communicates information about the meetings to all concerned, arranges the logistical needs of the meetings and records minutes of such the meetings (i.e. Deans’ Council Meetings, Campus based leadership meetings, University Academic Affairs Standing Committee, and other meetings as directed by the AP-CAO).
o Prepares the agenda of academic retreats, communicates information about the retreat to all concerned, arranges logistical needs and records minutes of such retreats (i.e. Deans Retreat, Academic Affairs retreat).
o Collects minutes of Standing Committee Meetings and uploads these minutes to ZU Intranet Minutes site.
o Performs other duties as assigned by the AP-CAO including but not limited to the following:
1. MSCHE Accreditation - primary contact person in arranging meetings, preparing agenda, arranging logistics of the meetings, formatting of the self-study, preparing copies of self-study for senior leadership and other outside stakeholders.
2. Primarily managing the daily calendar of the AP-CAO.
3. Other tasks as assigned by the AP-CAO.
• Manages the following tasks in relation to the Office of Faculty Affairs and Research:
o Provides administrative support and manages the daily schedule/calendar of the Assistant Provost.
o Receives, reviews and facilitates the in and out going important requests sent to the Office of Faculty Affairs (i.e. Faculty professional development requests).
o Communicates to all concerned the status of all professional development requests.
o Maintains an accurate database of all professional developments requests received by the office.
o Point of contact for faculty and staff who have business to discuss with the Assistant Provost for Faculty Affairs and Research.
o Provides administrative support (including gathering of data and preparing of presentations) for ad hoc assignments that come to the Assistant Provost.
• Conducts research, gathers and compiles data/information from multiple sources for preparation of reports, presentations and correspondence on behalf of the Office of the Academic Affairs.
• Prepares meaningful and accurate reports, charts, presentations, worksheets or other documentation to support the effectiveness, making recommendations for change and improvements.
• Proactively identifies issues and priorities; plans, organizes and executes effective delivery of reports, programs and events as required by the Associate Provost and Assistant Provost.
• Interacts effectively, professionally and courteously with senior administrators, students, faculty and staff and responds to visitor inquiries and requests.
• Carries out duties with high degree of accuracy and attention to work details and deadlines.
• Manages a diverse portfolio and workload, delivering service with a sense of urgency to meet time-frames and deliverables.
• Performs general clerical duties applying established office system procedures.
• Assists the Executive Assistant of the Provost in liaising with ZU college and department administrators to ensure communication and understanding of projects, directives, etc. specially in the absence of the executive assistant.
• Provides administrative support to Managing Director in organizing PR related activities of the company.
• Coordinates with business associates regarding press meetings and other related issues.
• Evaluates press coverage and completed PR reports on a monthly basis which are submitted to clients in Thailand, India, Maldives and Mauritius for review purpose.
• Interface with journalists to discuss possible press trips to clients’ properties in India, Thailand, Mauritius and Maldives in return for coverage in their publications.
• Organizes press trips of journalists (including design press itinerary, providing important contact details and liaising with airlines on the possibility of hosting flight tickets).
• Pitches for inclusions in the magazines by disseminating press releases and updated information, participating in holiday competitions, and arranging interviews between journalists and Senior Management of clients’ properties in order to create further awareness.
• Prepares record of invoices and expenses on a monthly basis for the company.
• Updates and keeps track of any changes from the database of the company’s PR contacts such as editor, deputy editor, and feature writer of lifestyle, travel trade, business property magazines and web portals.
• Expedites company affairs by performing administrative duties assigned from time to time by the Managing Partner of the company.
• Monitors and in-charge of the company’s petty cash
• Attends to phone calls and queries.
Completed
Graduated December 2006