General objective:

Organizing work and supervising all office work and administrative activities that facilitate the office's workflow.

Mission:

• Handling administrative tasks such as secretarial duties, copying, and administrative communications for the agent.
•  Managing incoming correspondence for the agent, presenting it to them, and carrying out their instructions.
•  Drafting outgoing correspondence based on the director's guidelines and ensuring proper procedures for sending it.
•  Managing incoming phone calls for the agent, taking necessary actions, and redirecting important calls.
•  Scheduling the agent's appointments, arranging meetings, and organizing essential visits and interviews in collaboration with them.
• Drafting responses to correspondence received by the agent as per their instructions.
• Routing correspondence and communications to the appropriate department and following up on relevant matters.
•  Handling incoming transactions for the director, organizing and executing their instructions.
•  Creating and proofreading letters for the agent, submitting them for approval, and coordinating their delivery.
•  Preparing reports and meeting minutes for the agent, summarizing presentations as required.
•  Creating visually engaging presentations using modern reporting tools like PowerPoint and Excel, then presenting them to the agent.
•  Collaborating with the University Center for Communication and Media and other administrative units to organize the agent's attendance at seminars and meetings and inform them in advance of any necessary preparations.
• Coordinating with administrative units to facilitate the agent's travel logistics, including securing visas and arranging hotel and car reservations.
• Storing confidential documents and transactions of high importance.
•  Managing phone, fax, and electronic communications with internal and external parties as requested by the agent.
•  Ensuring the agent's office is adequately equipped and prepared to welcome guests.
•  Communicating the agent's instructions and directives to relevant departments.
•  Monitoring the implementation of recommendations and outcomes from meetings chaired by the agent.
•  Operating and overseeing copying, printing, and fax machine maintenance.
• Organizing and storing data and information related to the office's activities in a way that helps quickly and easily refer to them and benefits from the technical capabilities in this field.
• Providing all office supplies, stationery, forms, devices and services necessary for the agent's office.
• Any other tasks assigned in the field of specialization.

Office manager: Hindi Al-Amleh Al-Anzi