Administrative Assistant
American University of Sharjah
Total years of experience :23 years, 5 Months
Duties and Responsibilities:
Reports to the Head of the Department and provide administrative support to 29 faculty members and 3-4 adjunct faculty members.
Responsible in assisting graduate and undergraduate students during the registration.
Assigning rooms for each courses every semester and ensures that the capacity of each rooms can hold the total number of students registered on a specific course. And provide assistance in room reservation for Midterm and Final Exams to each faculty members.
Prepares class list and timetables for each faculty member every semester.
Proctoring exams on behalf of some faculty members if needs arises.
Provides office support for the senior administrators, program coordinators, graduate teaching assistants and related faculty, including screening and handling of telephone, and email communications as requested;
Interacts with clients (i.e. students, AUS faculty and staff, external partners and others) regarding any and all pertaining to the college programs and activities
Liaises with other departments (e.g. Admissions, Business Operations, IT, Procurement, Registrar, other colleges) on behalf of the college for any related matter;
Organizes related meetings and special events; schedule and coordinates dates and times, venues, attendance, agendas and provide administrative support and follow-up on matters arising from meetings with the senior administrators, program coordinators and related faculty;
Prepares necessary documents and acts as staff resource person for all meetings chaired by the Department Head, program coordinators and related faculty (Agenda, Minutes of the Meetings, Scheduling, Room Reservations)
Coordinates and oversees the day-to-day management of supplies and equipment as needed;
Supports the faculty and staff in the coordination of the procurement of all college-related purchases for teaching, research and operational purposes as requested (eg. Book orders, store and non-store items);
Maintains different program-related calendars (e.g. course timetable, faculty meetings and related schedules) as requested;
Supports the faculty members and staffs in the documentation, filing and information retrieval systems as necessary;
Operates and arranges maintenance of office-related equipment including computer, photocopier, fax machine, printers and others
Responsible in screening and assigning of student assistants for each faculty member every semester.
Providing IT related assistance if necessary (MS Application, Basic network trouble shooting and software/hardware troubleshooting)
Attends and respond to client calls, voice messages and e-mails.
Handle queries and complaints.
Responsible in logging customer service and maintenance work order requests
Qualify, prioritize, route (allocate) and assign work orders (WO).
Follow-up on WO status (with department heads, supervisors, engineers and technicians) for prompt closure of work orders
Assisting customers in resetting network/email passwords.
Generates and prepare required reports, i.e. overtime, WO status, etc. through Hyperion BRIO System
Ensures that voice messages are enabled prior to leaving the post and disabled upon work resumption.
Provides assistance in the information desk and serve as back up telephone operator
Reactivate internet ports in housing and dorms
Reset or re-assign Network and Email password for staff and faculty
Performs other duties as directed by immediate supervisor or Manager
Duties and Responsibilities
Receives inquiries through phone, email, and fax for booking, reservation and car rental inquiries
Arranges daily trip agreements
Responsible in preparing daily, weekly and monthly sales reports \[Orbit System\]
Follows-up payment collection for monthly credit customers
Duties and Responsibilities
Assumes leadership role in the absence of Team Leader and handles 22 agents.
AssistsTeam Leader in daily monitoring of calls, maintaining team KPIs in terms of service and quality.
Responsible in monitoring and maintaining targets for productivity. Monitors team production through Avaya CentreVu providing Real Time Management.
Prepares weekly, monthly and annual productivity report.
Provides product training to new and existing group members
Performs third party verification of company sales for BellSouth Programs
Duties and Responsibilities
Handles clients’ concerns and complaints on products & services before and after sales
Responsible for over-all operation of the business
Performs troubleshooting for computer units coordinates with Systems Engineer for complicated troubleshooting requirements
