Administrative Assistant, Academic Support, Faculty of Qatar – The University of Calgary

Full Time @ Jobs in Qatar Sector: Education, Teaching & Training
  • Doha, Qatar View on Map
  • Date Posted : November 12, 2021
  • Salary: Negotiable
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Job Description

Position Overview

The University of Calgary in Qatar is currently seeking an Administrative Assistant, Academic Support.

The Administrative Assistant, Academic Support, University of Calgary in Qatar, provides a high level of customer service to faculty, staff, and students. This position experiences a constant flow of student and faculty traffic; therefore, the incumbent must be able to focus on the job at hand and multi-task.

The Administrative Assistant reports directly to the Associate Dean (Academic) and indirectly to the Associate Dean Program Innovation and Quality (ADPIQ) The Admin Assistant must be able to work well in a strong team-based environment.

The position has a high volume workload with several peak periods throughout the year. There are various challenges during the peak period; volume of work, the need for accuracy and attention to details, deadline driven tasks, and high traffic workspace. These responsibilities require the ability to manage competing interests and priorities while achieving outstanding results.
Primary Purpose of the Position: (Key purpose, functions, roles):
The Administrative Assistant provides outstanding administrative, program, and project support to the Associate Dean (Academics) and provides clerical and administrative support to the Associate Dean Program Innovation and Quality In addition, the incumbent will provide additional administrative support to the Dean¿s Office and faculty for identified duties.

Communication with staff, faculty, students and internal and external stakeholders is frequent, requiring professionalism, independent thought, sound judgment and decision-making. Strong organizational skills are required with the ability to set priorities and multi-task. The ability to use independent judgment, to take initiative, to work independently with minimal supervision and direction is necessary. The incumbent must be able to work in an environment that requires respect for privacy and be able to deal confidentially with privileged information

The Administrative Assistant is responsible for continuous development and streamlining of office and administrative processes and procedures that fall within the scope of their positions.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Provides administrative support to faculty including formatting documents such as course outlines, examination, reports and scanning exam.
  • Provides administrative support for program evaluation, accreditation support, and management of databases
  • Organize committee 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 other faculty supports as required such as survey administration/creation Provides back up coverage in the Dean¿s office and to other administrative assistant during absences or peak periods

Qualifications / Requirements:

  • Completed Office Assistant/Secretarial program or Business Administration program
  • Three (3) years administrative experience in a university or corporate environment.
  • Fluent in both written and spoken English language. Fluency in spoken and written Arabic is an asset
  • 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
  • Intermediate to advance proficiency in MS Office Suite; Outlook (email and calendar), Word, Excel, PowerPoint and SharePoint and other specialized computer programs such as PeopleSoft and Sage

Application Deadline: November 18, 2021

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