Administration - Academic Support - ADA Office
University of Calgary in Qatar
مجموع سنوات الخبرة :10 years, 9 أشهر
• Database management - Student Immunization and CRP records (Verify, follow-up and update as required).
• Maintain faculty and student records and documents for ADA through SharePoint and other relevant database.
• Provides administrative support to ADA (Associate Dean Academics) Office.
• Assist Associate Dean of Academics in various administrative tasks.
• Arrange and coordinate committee meetings and ADA meetings with students and faculties.
• Various survey through Qualtrics.
• Student qualitative feedback analysis.
• Academic misconduct tracking.
• Course repository/ reports/ outlines, forms and templates, resources and documentation.
• UCQ Bookstore management. (Orientation for student hire, inventory, budget approval, procurement and finance assistance).
• Serving Committees:
• Nominations Committee
• Academic Programs Committee
• Nursing Program Committee
• Budget and facilities management of the department.
• Prepare/ formatting various routine correspondences using MS Office Suite.
• New faculty orientation (Operations).
• Interview arrangements for faculties and staff.
• Faculty vacation/In-lieu tracking and approval.
• Handling of various events, workshops and seminars for ADA.
• Calendar management for the department.
• Communicate and coordinate with faculties, staff, students, other departments, internal and external stakeholders.
• Communicate and coordinate with main campus in Calgary, Canada.
• Focal point for ADA office.
• Provides administrative support to three departments under Director of Student Services.
• Coordinate and handle events, workshops, symposium and other related functions of CTL (Center for teaching and Learning).
• Provide administrative support to faculties and CTL department including answering general correspondences, typing, proofreading, editing and formatting various documents.
• Conduct research and assist in the preparation of various documents and course materials.
• Draft/ prepare routine correspondences using MS Office Suite.
• Facilities management of the department.
• Manage and monitor funds and transactions of the department.
• Conduct placement test for new academic year.
• Presentation.
• Orientation for students attending placement test
• Prepare and coordinate other related requirements.
• Coordinate with faculties for the final marking.
• Prepare Placement Test Analysis Report.
• Communicate and coordinate with faculties, staff, students, other departments, internal and external stakeholders.
• Communicate and coordinate with main campus in Calgary, Canada.
Managing centralized Database.
• Draft/ prepare routine correspondences (Letters, Memos, Invoices, Quotations, LPOs, Reports, Tenders,
Presentations, Forms, etc.) using MS Office Suite.
• Editing and formatting variety of documents.
• Maintain all the incoming and outgoing documents into the concerned system.
• Assist and coordinate with Project Team for the ongoing projects.
• Communicate and coordinate with the consultants and companies of associated vendors of the project.
• Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures.
• Procurement and facilities management.
• Monitor funds and transactions.
• Managing the department. Administration Focal Point.
HR Duties include:
• Updating, maintaining and auditing of personal data for all the employees.
• Ensure the relevant HR database is up to date, accurate and complies with legislation.
• Point of contact for HR-related queries.
• Publish and remove job ads.
• Assist in the recruitment process.
• Resolving any payroll errors.
• Accurately calculating occupational and statutory sickness, maternity and annual leave entitlements.
• Organizing training and development workshops for new and existing staff.
• Drafting general HR correspondence (Offer letter, Contracts, Certificates etc.) for employees.
Administrator of Qatar Foundation’s centralized database (QF Records - SharePoint).
• Provide administrative support to the department.
• Assist in the operations of the records management and the preparation and implementation of a centralized
records management/document control plan for all Records in the electronic storage system throughout
Qatar Foundation.
• Assist and coordinate Records Management Team for the ongoing projects (ECM Roadmap
Implementation, BMO Digitalization Project, Rollout of Correspondence Management Systems (CMS)
etc.).
• Communicate and coordinate with the consultants of associated vendors of the project.
• Conduct training or Provide orientation on new system (CMS) to the employees of other departments and
Directorates.
• Draft/ prepare routine correspondences using MS Office Suite.
• Editing and formatting variety of documents (QF Governance Records and Correspondences).
• Maintain all the incoming and outgoing documents into the concerned system/ portal/ data management
system.
• Control Qatar Foundation Governance records by checking, stamping, registering and uploading it in the
QF Database as received from the various Departments/ Directorates as per the standard policy and
procedure of RMD.
• Provide assistance to the departmental records coordinators in the utilization of the software to retrieve
departmental records/ governance documents electronically.
• Provide guidance to other directorates in generating and following the abbreviation code as per the policies
of RMD.
• Update file codes, retention schedules, and other relevant indexes and logs in the database that are used in
the records management function in the electronic storage system. (ISO Certifications and Awards, RM)
• Coordinate a box storage and retrieval system of RMD physical records.
• Managing the archive system to organize, classify and store documents electronically and physically.
• Prepare monthly or yearly reports related to QF Governance records (Policies, Procedures, Guidelines,
Forms, Template, Manuals, Work instruction etc.) as per the requirement.
• Procurement focal point for RMD directorate. Duties includes:
• Generate P.O requisitions for inventory and move orders.
• Monitor and follow up open/unconfirmed purchase orders.
• Responsible for Service receiving through ERP system for RMD directorate.
• Contact suppliers to resolve missed deliveries, short shipments and pricing discrepancies.
• Budget handling for RMD directorate:
• Monitor the RMD transactions and funds available.
• Prepare AFE.
• Prepare year end Accruals for each fiscal year.
• Prepare and process invoices, cheque requisitions, petty cash and credit card (Online
• transactions) for RMD Directorate.
• HR administrational tasks for RMD:
• CV review.
• Shortlisting candidates.
• Schedules In-house training and workshop arrangements.
• Communicate and coordinate with other internal departments/directorates.
• Maintaining calendars for the department.
• Facilities and Logistics management for events, workshops, meetings etc.
• Prepare the monthly announcement for QF Governance Records through QF Maktabi Site.
Managing the centralized clinical Database.
• Review daily/ weekly/ monthly reports and payments records.
• Compiles, processes, and ensures protection of patient records and data.
• Review bills, charges and other data for accuracy.
• Manages the patient record for check-in, admission, patient care, physician orders, check out etc.
• Verifying the insurance coverage of the patient as per the insurance company’s and Clinic’s policies and
procedures.
• Clinical procedure approvals with the respective insurance companies - Verbal and through other means of
communications (E-mail, fax etc)
• Assist the unit head and managers in the collection of information or reports required by the department.
• Responsible for Material/Purchase Requisitions, Move/Inventory order and service receiving.
• Responding to queries from physicians, multiple insurance companies, patients and government
representatives.
• Daily review of all postings before claim.
• Enter cash receipts if needed and assure correct allocations, distribution in accordance with the established
protocol.
• Deal directly with patients either by telephone, electronically or face to face.
• Respond promptly to customer inquiries.
• Handle and resolve customer complaints.
• Obtain and evaluate all relevant information to handle inquiries and complaints.
• Direct requests and unresolved issues to the designated resources.
• Keep records of customer interactions and transactions.
• Record details of inquiries, comments and complaints.
• Record details of actions taken.
• Communicate and coordinate with internal departments.
• Follow up on customer interactions.
• Assist HR Department for the Aster -Hilal branch.
• CV review.
• Shortlisting of candidates.
• Interview arrangements.
• Logistic arrangement for new recruits.
5
• Processing of medical claims/leave applications.
• Provide office orientation for new employees.
• Arrange and coordinate seasonal Seminars/Medical events.
courses: ICDL - International Computer Driving License under ECDL-F (European Computer Driving License Foundation Ltd), Ireland.
courses: ICDL - International Computer Driving License under ECDL-F (European Computer Driving License Foundation Ltd), Ireland.