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Administrative Assistant to the Dean (Temporary), Faculty of Qatar

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Job ID: 14403

Updated: December 15, 2017

Location: Qatar

Position Overview

This is a temporary position expected until June 2018 with potential for a permanent position.  The primary purpose of this position is to provide senior administrative support to the office of the Dean and CEO, including managing the Dean’s calendar, creating and responding to routine correspondence, greeting visitors, and providing meeting management and support to UCQ SLT and other committees chaired by the Dean and CEO.

The incumbent will act as the Executive Secretary to the Joint Oversight Board, including management and coordination of all aspects related to semi-annual meeting.

The ability to interact with university colleagues at all levels, community members and stakeholders in Calgary and in Doha, faculty members, staff and students is essential. The ability to work in a complex and international environment with an open and effective communication style, to act decisively, and to exercise a high degree of initiative and judgment are required.

Position Description

Qualifications/Expertise Required:

  • Qatari preferred. Alternately, Local Hire with family sponsorship.
  • University degree or an equivalent combination of education and related experience.
  • Must be fluent and have strong spoken and written skills in English. Fluency in spoken and written Arabic is an asset.
  • Excellent communication skills, including: the ability to write clearly and concisely; excellent editing skills; the capacity to respond to correspondence (confidential and routine), telephone calls, e-mail, and visitors; and the ability to make effective judgments with respect to delegating or rerouting as appropriate.
  • Highly developed technical skills and strong experience using computer-based software such as the Microsoft Office suite including Word, Excel, PowerPoint, electronic email/calendar systems, experience with Internet. Ability to learn and use specialized computer programs such as the PeopleSoft System.
  • Strong co-ordination, organizational and time-management skills. High level of attention to detail and accuracy.

Accountabilities:

  • Supports the activities of the Dean’s Office by carrying out duties assigned by the Dean and CEO. Manages the Dean’s calendar including arranging appointments and meetings as requested both internally and externally.
  • Responds to telephone, email and in-person inquiries, including managing the UCQ Dean and CEOs general mailing list.
  • Creates and responds to routine correspondence, and refers matters to the Dean and CEO as appropriate. Employs well developed judgment in protecting the time of the Dean, and in referral and consultation during problem solving. Appropriately prioritizes incoming correspondence and responds to all routine correspondence on behalf of the Dean and CEO.
  • Provides support to UCQ Senior Leadership Team by preparing agendas, minutes and appropriate background information and ensures that follow-up from meetings is managed effectively.
  • Manages communication from the Office of the Dean and CEO to the community to ensure timely information sharing regarding initiatives of the Dean and the Senior Leadership Team.
  • Provides support to committees for which the Dean and CEO is Chair by preparing agendas, minutes, appropriate background information and ensuring follow-up actions are carried out as well as providing meeting logistics including setting up teleconference or video conference meetings as necessary.
  • Coordinating the professional development program including communication to staff and faculty and application management.
  • Acts Executive Secretary to the Joint Oversight Board, including management and coordination of all aspects related to semi-annual meetings:
  • Liaising with stakeholders to develop meeting program, sequencing and agenda.
    Management of all arrangements to host foreign delegates and members, including flights, accommodations, immigration procedures, creation of itineraries (business-related and entertainment) and transportation.
  • Collection, collation and distribution of all meeting-related documentation, both electronically and in hard copy.

Application Deadline:  

If you are qualified and interested in applying, please immediately submit your application as soon as possible for evaluation.  This job advertisement will close on December 14, 2017.

Please note:

  • Applications submitted through the general inquiries e-mail address will likely be not considered;
  • Priority will be given to Qatari Nationals and candidates who have valid Qatar Residence Permit and are under family or spouse sponsorship; and,
  • Only shortlisted candidates will be contacted.
  • Preference will be given to candidates who are currently in Qatar and can start as soon as possible.

Visit our website to know more about the University of Calgary in Qatarhttp://www.qatar.ucalgary.ca

Additional Information

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here.

 

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