Senior Administrative Coordinator
Texas A&M University at Qatar
Total years of experience :25 years, 5 Months
o Manage the day-to-day administrative affairs of the Program Chair, scheduling all appointments, conferences and speaking engagements and other commitments
o Maintain an efficient flow of information between all levels of the management including internal and external contacts on a wide spectrum of plans and priorities
o Process all incoming correspondence received in the office of the Program Chair, prioritizing and determining its disposition. Determines which correspondence can be handled by self and takes initiative in drafting responses for the Program Chair’s signature based on knowledge of his activities and interests
o Greet and manage all visiting members and guests and handles all of their needs for the duration of their stay.
o Serve as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff.
o Arranges, in conjunction with other departments, special events sponsored by the department to include invitations, site selection and related details.
o Maintain discretion and confidentiality in relationship with all Senior Management team. Handle confidential and sensitive information with poise, tact, and diplomacy.
o Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
o Review & monitor the program budget and other initiative accounts on monthly basis
o Supervise, train and evaluate the work of other support staff and student workers.
o Assists in resolving complex, highly sensitive and confidential administrative matters for the faculty members; and responds to non-routine information requests.
o Coordinates with other departments to ensure the overall flow of work in the department by tracking and analysis, the creation and follow up of confidential and sensitive documents.
o Purchasing and keeping records of books/appliances through the internet.
o Keeping records and monitoring the faculty travel forms, expenses, resource allocation and teaching resources.
o Maintain student advising files and schedule advising meetings.
o Train and evaluate the work of other support staff and student workers.
o Keeping records and monitoring the division procurement card transactions.
o Assist faculty members with committee work.
o Responsible for maintaining and updating dept. website through Reddot-Content Management System.
o Work on the itinerary/local arrangements of visitors, business travel forms.
o Assist in typing technical documents (papers, project reports, PowerPoint Presentations) authored by faculty members.
o Gathers information and conducts research in support of the faculty members.
o Maintain office supplies and equipment.
o Keep track of faculty and staff vacation within the department.
o Arrange catering for events, design invitations, and arrange gifts and certificates.
o Handling all correspondences with Suez head office.
o Responsible of the branch office account.
o Assist in the coordination of daily work flow.
o Travel arrangement (booking of hotels, airlines tickets, scheduling meetings, ).
o Ensure that deadlines are met by providing necessary follow up actions & reminders.
o Exercise independent judgment in deterring course of action & consult with managers.
o Handling all office equipment (computers, faxes, scanners, …..)
o Taking care of managerial work such as attendance of staff, office stationary, expenses and petty cash.
o Responsible for information flow & pass it to the appropriate person(s).
o Supervising the administrative work & Staff.
o Assist in the planning of special events and coordination of logistical arrangements.
o Assist in the resolution of complex, highly sensitive and confidential administrative matters.
o Receive, distribute & record all incoming & outgoing mail.
o Maintain & organized filling system.
o Keep confidential files & other current files for executives.
o Purchasing external commodity after evaluating prices, payment terms & delivery terms
o Following up clearance of shipment (arrival date, customs duties, freight charges, demurrages)
o Handling all correspondences to and from banks concerning the purchase process
o Draft responses on behalf of the supervisor that may require conducting research and applying policies and procedures.
o Serves as liaison for different departments within the organization and suppliers
o Negotiates price and agrees on delivery arrangements
o Submit weekly & monthly progress reports to managers.