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Administrative Assistant (Student Services), Faculty of Qatar

Job ID: 15505

Updated: May 10, 2018

Location: Qatar

Position Overview

Reporting to the Director of Student Services and Enrolment, the Administrative Assistant is responsible for the provision of clerical and administrative support to the Director of Student Services, staff and students. This position experiences a constant flow of student and faculty traffic; therefore, the incumbent must be able to multi-tasking while remaining focused. A high level of accuracy is required for this position. This position will experience many interruptions and competing demands, hence, it is necessary that the incumbent is capable of working in a strong team-based environment and demonstrate effective communication with others.

A high degree of flexibility, confidentiality, the ability to anticipate and adapt quickly to changing priorities in an effective manner, and the ability to work in an environment of continuous change are important components of this job. Working conditions are challenging during peak periods given the volume of work, the need for accuracy.

Position Description

Qualifications/Expertise Required:

  • Qatari preferred. Alternately, Local Hire with family sponsorship.
  • Completed Office Assistant/Secretarial program or Business Administration program with minimum of three (3) years administrative experience in a university or corporate environment.
  • Excellent writing and speaking skills preferably in both English and Arabic
  • Intermediate to advance proficiency in MS Office Suite; Outlook (email and calendar), Word, Excel, and PowerPoint; knowledge/experience in SharePoint, PeopleSoft and Sage will be an advantage
  • Excellent communication skills and customer service, and has the ability to communicate professionally in a calm manner with internal and external clients from a variety of backgrounds
  • Proven ability to be sensitive, tactful and diplomatic with faculty, students and other stakeholders
  • Demonstrates the ability to work under pressure, multi-task, work independently with minimal direction, problem solve, take initiative and anticipate potential problems/conflicts and take appropriate actions, organize and prioritize work and meet deadlines
  • Proven ability on both team and independent work environments in order to meet the common goal
  • Demonstrates the ability in handling and disclosing of sensitive or confidential information
  • Strong organizational and coordination skills, with high accuracy and attention to details
  • Proven ability to adapt to changes whilst maintaining positive attitude in a dynamic environment
  • Knowledge of office practices and procedures and has the ability to acquire and maintain knowledge of the university’s policies, processes and procedures
  • Ability to work productively in a framework of operations that fully respects the laws, culture and religion of Qatar

Accountabilities:

  • Serves as receptionist in Student Services offices and directs in-person inquiries.
  • Answers Student Services telephone and responds to inquiries, directing more complicated requests to appropriate Student Services staff.  
  • Enter and retrieve student data with the Student PeopleSoft System as directed by the Student Services personnel.
  • Assist with the creation of correspondence and information material for students and prospective students
  • Promote and maintain a positive student/customer service focus.
  • Organize meetings, collects and distribute agenda and other meeting materials, accurately records, transcribes and distribute minutes of the meeting, maintain records and follow up action items.
  • Provides secretarial support (typing, proofreading, editing and formatting documents).
  • Other general office duties include but are not limited to photocopying, filing, faxing, and arranging.
  • Ensures back-up support to other administrative office staff during absences or peak periods.
  • Ensures office supplies are maintained
  • Book and complete services requests for all classrooms and meeting rooms
  • Assists in scheduling classroom space based on the teaching timetable provided.

Application Deadline:  

If you are qualified and interested in applying, please immediately submit your application online as soon as possible for consideration.  This job advertisement will close on May 25th 2018, or as soon as a suitable candidate is found.

Please note:

  • Start date for this position will be in early August 2018.
  • Applications submitted through the general inquiries e-mail address will not be considered;
  • Priority will be given to candidates who are currently in Qatar, either Qatari Nationals or candidates who have valid Qatar Residence Permit and are under family or spouse sponsorship;
  • Interested parties who need work visa need not apply.
  • Only shortlisted candidates will be contacted.

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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