Senior Admin. Assistant
Petroleum Institute
Total years of experience :10 years, 3 Months
Reporting to the : Assistant Provost, Academic Advancement Division (AAD)
c) Receiving and responding to queries from public over the telephone about the summer
program.
d) Assist the faculty and students in the summer program placement procedure.
e) Assist during the TOEFL examination day at the PI.
f) Record and keep tract of the daily revenue of the program against the registration of
students.
Assist in the preparation of various documents for the monthly ADNOC Group Human
Resources & Development Coordination Meeting, e.g. prepared Minutes of the Meeting, Agenda,
Action Points, etc.
* Take dictation in shorthand.
* Establish and maintained office filing system.
* Prepare outgoing memos and fax messages for the Training Department Head and Training
Officers.
* Attend to the incoming calls of the Training Department Head.
* Receive and screened incoming visitors to the Training Department Head and Training Officers.
* Assist the Training Specialist in finalizing the ‘Competency-Based Training Program Reports’.
* Handle the hotel reservation and catering service requirements for the In-House Training
courses being conducted.
Reporting to the : General Manager and Technical Services Manager
Operate fax machine, telex machine and computer with the following applications: MS Word and
Excel.
* Acknowledge and sort out incoming correspondences.
* Take down dictations by shorthand.
* Keep daily appointment schedules for the Vice President.
* Prepare outgoing correspondences for the Vice President.
* Maintain the filing system.
Operate computer with the following applications: MS Word, Excel, Pagemaker & Graphics.
* Take down dictations by shorthand.
* Keep daily appointment schedules for the General Manager & other visiting key officers from
Japan.
* Prepare outgoing correspondences for the General Manager.
* Handle the hotel and travel arrangements for the General Manager and other technical staff.
* Coordinate all necessary services for social functions and meetings of the General Manager.
* Assist in the preparation of the Tender Documents, Technical and Financial Proposals for
submission to government offices like Department of Public Works and Highways, Fishing Port
Authority, etc.
Reporting to the : Director
Inclusive Date : July 17, 2016 - up to the present
Job Descriptions:
* Handles the Director’s daily/weekly/monthly meeting and appointment calendar with the
following internal College meetings:
o Director’s Executive Committee Meeting schedule and agenda & minutes of the meetings with the
following members :
Heads of the Academic Departments
, Emergency Health Dept.
*
Academic Affairs Committee; Quality Assurance Committee; Research
Committee; Ethics Committee; Academic Policies & Procedures
Committee; Infrastructure Committee; Recruitment Committee; Student
Affairs Committee; Curriculum Committee; Events Management
Committee; Internet & Intranet Committee; and the Assessment
Committee
o Director’s one on one meeting with the Heads of the Academic Departments (as
mentioned above); Chairs of the Committees, if and when required; Coordinators of the
Service Departments such as
Reporting to the : Director, Women in Science & Engineering (WiSE) Program
Inclusive Date : November 2013 - July 14, 2016 (2 years and 8 months)
Job Descriptions:
2015 Objectives: Standardize, Streamline and Automate processes and student-related
information
Initiate, coordinate & complete the long term Agreement (2+1 year) for students' Personal Protective
Equipment (PPE) for both Men and Women's Campuses.
* To ensure the prompt placement and delivery of the orders for students' Personal Protective Equipment
(PPE) with an easier logistics process for long term period.
Streamlining the distribution of the events’ funds to the participating students and staff.
* To facilitate the distribution of funds and preparation/submission of the financial reports to Finance Dept.
after major events at the Women’s Campus and Umm Lulu Dormitories.
Streamline the group e-mail accounts and shared folders of the Women’s Campus Units (Student
Support, Residence Life & Campus Life) and oversee the testing to ensure the accessibility of the
accounts and folders to the concerned staff.
* To ensure that the group e-mail account of the respective Units is working for communication with the
students by its Head and concerned staff.
* To set up and ensure that the shared folders for the electronic files of each Unit is accessible to the Heads
and its staff.
Provide support to the Office of the Dean of Student Life for its 2015 Budget and shadowing its
Administrator staff on this task.
* To keep tract the 2015 Budget Expenditures for the Office of Dean of Student Life in order to ensure that
allocated budget for different accounts are utilized before the end of 2015.
Other Administrative Tasks Performed:
* Prepare and coordinate necessary paper works related to Human Resources and Finance issues.
To be well informed on the latest policies, procedures and guidance on HR and Finance matters
to ensure accuracy when communicating these within the Program.
* Handle the administrative tasks involve in the preparation and finalization of the Program’s
Operating (OPEX) and Capital (CAPEX) Budget every year.
* Establish a system for accurate recording and reporting of the expenditures and other financial
information of the WISE Program. Keep tract of the outstanding balance to ensure that the
allocated budget for different accounts are used at the end of the year.
* Completion of the Manual of Operations for all the processes and procedures related to the day
to day operations of the Business Unit of the Department (can present a copy upon request).
* Screen with discretion, the students and guardians’ queries and respond directly, if and when
appropriate. Otherwise, direct the students and/or guardians to the concerned
department/program or staff.
* Raise the Purchase Requisitions (PRs) directly to the ERP system or thru the IT Dept. and/or
Facilities Management and Services. Coordinate/follow up the entire process with the concerned
department.
Curriculum Vitae of Maria Regina A. Morada Page 5
* Ensure the effective organization, management and maintenance of both the Program’s physical
and electronic records/files.
* Provide administrative support to the finance aspects of the female students’ activities organized
by the WiSE Program.
* Handle the administrative tasks involve in coordinating with the Academic Programs (Advanced
Reporting to the : Dean, Women in Science and Engineering (WiSE) Program
Inclusive Date : June 2012- October 2013 (1 year and 4 months)
Job Descriptions:
Tasks Performed:
* Prepare and coordinate necessary paper works related to Human Resources and Finance issues.
To be well informed on the latest policies, procedures and guidance on HR and Finance matters
to ensure accuracy when communicating these within the Program.
* Handle the administrative tasks involve in the preparation and finalization of the Program’s
Operating (OPEX) and Capital (CAPEX) Budget every year.
* Establish a system for accurate recording and reporting of the expenditures and other financial
information of the WISE Program. Keep tract of the outstanding balance to ensure that the
allocated budget for different accounts are used at the end of the year.
* Screen with discretion, the students and guardians’ queries and respond directly, if and when
appropriate. Otherwise, direct the students and/or guardians to the concerned
department/program or staff.
* Raise the Purchase Requisitions (PRs) directly to the ERP system or thru the IT Dept. and/or
Facilities Management and Services. Coordinate/follow up the entire process with the concerned
department.
* Ensure the effective organization, management and maintenance of both the Program’s physical
and electronic records/files.
* Provide administrative support to the finance aspects of the female students’ activities organized
by the WiSE Program.
* Handle the administrative tasks involve in coordinating with the Academic Programs (Advanced
Reporting to the : Director, Advanced University Placement Dept. (AUP)
Inclusive Date : September 2001 - May 14, 2011 (9 years & 8 months)
Job Descriptions:
Tasks Performed for the Director of the AUP Dept.:
* Set up, organize and calendar the meetings and appointments of the AUP Dept. Director with the
PI administrative personnel, faculty, students, guardians and other visitors.
* Screen with discretion, queries and concerns raised to the Office of the Program Director;
respond to queries directly, if and when appropriate. Otherwise, direct the callers/visitors to the
concerned faculty, staff or department.
* Receive and screen incoming telephone calls and visitors in the Office of the Program Director.
* Generate various students’ academic records from ARMS/CAMS such as Academic Transcript
of Record, Class Schedule, Students’ Lists, Exam Records, etc.
* Draft ‘routine correspondences’ such as memos, letters and e-mail messages.
Tasks Performed for the Coordinators and/or Team Leaders of the AUP Dept.:
* Coordinate and document the minutes of the weekly Coordinators meeting for distribution and
necessary action/follow up.
* Request and compile list from the Coordinators for the textbooks, calculators, equipment,
laboratory materials/consumables and other services for the department such as videographer,
photographer, printing company, etc.
Curriculum Vitae of
Tasks Performed for the AUP Faculty:
* Handle the registration of the faculty to the international or local conferences.
* Coordinate the arrangements required for the official international and/or domestic travel for the
faculty members such as (e.g. conferences, workshops, symposiums).
* Provide administrative support to the faculty such as scanning, typing converting files and
photocopying of materials for the class.
Tasks Performed for the AUP Students:
* Attend to students’ queries and requests for their TOEFL grades, TOEFL certificates (request
from the current and former students) and other general information.
* Initiate and coordinate the catering requests for the students’ academic events in both male and
female campuses.
* Initiate and coordinate the transportation request for the students’ field trips in both male and
female campuses.
* Enter the AUP students’ TOEFL scores into ARMS and CAMS until summer of 2010.
Tasks Performed for the AUP Dept. (as a whole):
* Handle the administrative requirements in carrying out the OPEX and CAPEX Budget, Faculty
Performance and Development Review and the Student Evaluation of the Learning Environment
exercises every year.
* Finalize some of the official documents for submission to the PI Management such as the
Course Syllabi, Faculty Objectives and Faculty Teaching Loads.
* Prepare the monthly tracking of the department procurement and budgets to ensure the timely
and accurate liquidation of the expense accounts.
* Organize and manage department electronic and physical records/files.
* Initiate and coordinate the catering services for the social functions and department meetings
and assemblies.
* Initiate and coordinate Purchase Requisitions and Purchase Orders with the Commercial
Department.
* Keep tract, follow up and receive delivery of the items raised on the Purchase Orders with the
supplier(s).
* Raise and coordinate all the necessary documents to facilitate the travel and social requirements
of consultants visiting the AUP Dept. (from the memo seeking the PI Management approval for
the consultant’s visit up to the flight and hotel bookings).
* Initiate requests for various services required by the Department from the General Services
Dept. or IT Dept. through the Help Desk.
* Communicate various work related and academic matters to the AUP faculty and students.
* Provide the required training and briefing to the new administrative staff of the AUP Department.
* Initiate various PI forms such as candidate interview approval, hiring action, status change,
stationery request, petty cash, expense claim, vehicle request, catering request, travel
authorization, duty travel request, vendor invoice voucher and technical evaluation for purchase
requisitions.
* Communicate with the faculty candidates matters regarding their interviews at the PI.
Set-up the interview and orientation schedule for the AUP faculty candidates with the
concerned offices/admin. staff.
* Update the department telephone index for distribution to faculty and staff.
* Update the department organizational charts for the department.
* Update on regular basis the list of offices allocated to the department faculty and staff in both
male and female campuses (both permanent and transit offices) and maintain a list of the
available offices for future reference.
* Raise the purchase requisitions thru MAXIMO System.
* Raise the Work Service Order using the data system for the visiting consultant/speaker for the
Department.
* To provide the following administrative assistances and support during the summer
TOEFL Initiative:
a) Printing, reproduction and distribution of flyers and posters around the Abu Dhabi city to
promote to the public the PI summer program and TOEFL exams.
b) Receiving registrations and payments of fees for the TOEFL course and TOEFL exam in
person and by telephone.
Curriculum Vitae of
Reporting to the : Head of Training Department
Reporting to the : Head of Training and Development Department
Inclusive Date : December 1996 - October 1997 (10 months)
Job Descriptions:
* Process the pertinent documents related to the in-house/in-public training courses required for
GASCO employees.
* Coordinate with the training organizers for the necessary arrangements related to the courses.
* Constant coordination with the Training Coordinators from the field offices.
* Handle the travel bookings, immigration requirements and site passes for the training instructors.
* Update the personnel training system of the company on regular basis.
* Assist in the selection of appropriate courses for the employees, if required..
* Operate a PC, using: MS Word, Excel & PowerPoint applications.
* Prepare memoranda, fax messages and letters for the Head of Career Development and
Training, Superintendent, Personnel Planning & Development, & Personnel Manager.
* Maintain the filing system for the general files, incoming training brochures and leaflets from local
and international training institutes.
in
II. EDUCATIONAL ATTAINMENT Degree :