Administrative Assistant to the Associate Dean (Academic), Faculty of Qatar

Job Description

About Us:The University of Calgary in Qatar (UCQ) is a Canadian-based educational institution whose mandate is to enrich the health and wellness in Qatar and the Gulf region through world-class education of nursing leaders and practitioners.? Under the generous financial support from the State of Qatar, the University began delivering undergraduate nursing programs in 2007.? Student enrolment has steadily increased during the years, and now the University offers several nursing education streams, including a Master degree program.Position Overview:This is a permanent, full time senior administrative position that is responsible for the day-to-day coordination of all the activities in the office of the Associate Dean, and for providing timely and accurate advice and support, including managing the Associate Deans calendar, creating and responding to routine correspondence, and acting as a liaison with internal and external stakeholders.? In addition, the incumbent may be responsible for assisting with special projects as assigned by faculty members or on behalf of the Dean.?The ability to think and act strategically regarding operational aspects of information flow and its dissemination with regard to the Associate Dean and the Senior Leadership Team is critical.The position has several peak periods throughout the year. These responsibilities require the ability to manage competing priorities while achieving satisfactory results. The position requires strong organizational, analytical and problem solving abilities to deal effectively with complex tasks and issues. The nature of the work is driven by constant deadlines, interruptions and shifting priorities.?Accountabilities:

• Oversees the administration of the Associate Dean Office, coordinating activities and serving as the first point of contact to the Associate Dean Office
• Acts as a liaison between the Associate Dean and other faculties, departments, other academic institutions, health care agencies, funding agencies, and professional organizations
• Maintains contact information and records for key external partners including health care facilities and government agencies
• Manages communication for the Associate Dean Office including telephone calls, emails, faxes, and in-person contacts with students, faculty and staff, the general public, and other university stakeholders and partners
• Organizes and maintains the Academic Deans calendar, including screening and prioritizing appointments for the Academic Dean and taking steps to keep Academic Dean on schedule
• Maintains academic regulations, policies and procedures.
• Maintains a confidential and well-organized computer and physical filing system for all files and records of the Associate Dean Office
• Maintains office supplies for the Associate Dean Office
• Plans and coordinates committee meeting. This includes organizing meetings, booking and setting up rooms, preparing and distributing agendas and background information, recording, transcribing, and distributing minutes, and following-up on any matters arising from the minutes as required
• Prepares and reviews paperwork such as reports and research materials. This may include typing, proofreading, editing, and formatting documents
• Supports the Associate Dean in special projects
• Coordinates travel for the Associate Dean including local meetings and travel
• Submits receipts for expenses of the Associate Dean
• Plans and coordinates with Administrative Assistant - Faculty Support for all the day-to-day operations of the Bookstore, including the scheduling of the staffs (student hires) and ensuring that textbooks and uniforms are appropriately available
• Acts as first point of contact for all the Administrative Assistant - Faculty Support for the day-to-day coordination of all the activities of the Academic Support.
• Provides back-up coverage to the Executive Officers and Deans Office as required
• Other duties as assigned

Keyskills :
General Administration