Admissions Support Officer
University of Calgary in Qatar
Total des années d'expérience :30 years, 6 Mois
Supporting prospective students and parents throughout admissions process.
Analyse files and resolve discrepancies in a timely manner.
Arrange whatever is necessary to set up the “open houses” day for prospective students.
Greeting, coordinating, contacting and providing general admissions advised prospective students.
Documented all interviews and updated system databases.
Responding to student questions regarding academic requirements and programs.
Provide one-on-one application assistance for prospective students.
Entering all applications into PeopleSoft
Administrative support to the Student Services and Enrollment team, including the maintenance of the student records and files, updating student information within various systems receipt of incoming applications and documents of admission. Assist with the preparation of all correspondence and information material.
Maintaining a centralized and consistent approach to records management and indexing system of all student records; hard copy and electronic.
Distributing attendance reports, transcript to sponsors.
Updating student communication records and lists.
Arrange whatever is required to issue the student ID cards.
Updating the PeopleSoft Student System as directed by Student Services personnel
Coordinating and updating of the HSPNet system
Coordinating and administering the Universal Ratings of Instruction survey of students (USRI) each semester.
Assist with the creation of correspondence and information material for students and applicants.
Providing assistance to other areas as time permits and as required.
Preparing and coordinating documentation and scheduling required to support the support staff recruitment and selection processes from initial preparation of documentation to offer employment.
Tracking process steps to ensure it proceeds in a timely manner and appropriate paperwork is completed efficiently and accurately.
Working with main campus HR staff
Ensuring completeness of competition files
Provide employee category information for new local Hire employees to the finance department.
Maintaining staff directory on Web using SharePoint and updating staff mailing lists
Developing and maintaining extensive database used to assist information tracking of support staff positions
Drafting and typing all staff requisition for Arabic letter
Responding to student, visitor, faculty and staff
Performing reception duties for the faculty including answering telephones and responding to routine requests/correspondence.
Providing back-up to main reception as needed
Providing secretarial support to professors and instructors within the faculty including answering general correspondence and preparing course materials. This includes typing, editing and formatting documents such as course outlines, examination, reports manuscripts.
maintaining bulletin boards within the faculty, ensuring all pertinent information is posted and current
Other general office duties, filling, photocopying, arranging courier services, room booking
Communicating effectively with multiple departments to plan meetings and prepare welcome packages for new students. Establishing strong relationships to gain support and effectively achieve results.
Coordinate the Assistant Director’s calendar by scheduling meetings and appointments
Entrusting to manage office in the supervisor’s absence. Proving timely, courteous and knowledgeable response to information requests; screened and transferred calls; and preparing official school correspondence.
Developing innovative PowerPoint presentations used by the Assistant Director meetings, presentations.
Contributes to the effective team management of all relevant problems, issues and opportunities.
Speaking to students regarding issues, at the discretion of their supervisors
A Chief Personal Assistants for three departments and one Director of Marketing with over 60 staff. Directed all Administrative and project support efforts. Prepared bi-weekly time expenses and travel reports. Managing invoices, billing processes. Developing presentations and scheduling all executive level meetings and business trips.
Allocating work to subordinate clerks to maintain even workflow; proofreading and returning to initiator for approval.
Drafts replies to correspondence, emails, review typed/drafted copy to ensure the accurate content and appropriate tone in correspondence.
Supervising the activities of assigned personnel in the administration unit. Carries out supervisory duties at the level established for the position by management.
Participate at the required level in the training and development of the department’s Qatari employees.
Maintains schedule of all meeting involving Marketing Directorate staff both in Qatar and outside.
Coordinate the Assistant Director’s calendar by scheduling meetings and appointments.
Arrange hotels and entry visas for visitors, liaison with passages and immigration section to obtain travel documents; obtaining business trips for Director and for our Oil & Gas customers as required.
Supervise the maintenance of a general filing system for the group’s activities.
Carries out other similar or related duties such as advising of office equipment requirement for annual budge; maintaining supplies of stationery and office supplies.
Advising on personnel policies relevant to particular situations through proper liaison with concerned parties in HR department.
Supervise all Qatari Developer staff correspondence, training schedules and reports.
Played key role in preparing and management with training, HR, Procurement as a focal point of our directorate.
Co-ordinates with other secretaries and processing of general corresponding.
Co-ordinates strategic planning schedule meeting dispatches all mail, Email and all issued by the departments.
Providing administrative support for three Head of Sections in Oil & Gas organization. Complied and analyzed data from monthly reports for prepare directors’ presentations to executive management. Developing internal correspondence that facilitated effective communication and transfer of information between three head of section offices.
Prepare and distribute quarterly training reports by spearheading implementation of electronic reporting procedures.
Handling administrative functions for the training instructions of the Safety & Fire department staff.
Initiated multiple overseas joint ventures and served as liaison for foreign company on business with Safety training section at Qatar Petroleum
Supervising the activities of assigned personnel in the administration unit.
Dispatch all correspondence of training materials, mail and Email.
Serving instructions for all training materials requirements like presentations, films, books and slides.
Recording all training names, data information and issuing all training ID cards.
Direct the outgoing correspondence for Executive management office.
Handle all filing system, copying and dispatch correspondence.
Translates correspondence from Arabic to English and English to Arabic.
Answering and monitoring all incoming calls for Executive management office.
Preparing Expenses reports and Annual reports.
Complies and analyzed data from monthly reports to prepare all presentations to Executive Management.
Develop all internal correspondence for facilitated effective communication and transfer of information between five regional offices.
Handling administrative functions for the Petroleum Engineering Department.
Monitoring materials requisitions for all staff requirements.
Handling multifaceted clerical tasks: filing, reviewing all mails, copying and dispatching all outgoing correspondences
Preparing all contract documentation and arranging all typing, scheduling meetings and maintain the companies general filing system.