Job Description
Job: Administrative Coordinator
Work Location: Qatar
Organization: Student Affairs Division
Work Days: Sunday-Thursday
Sponsorship Eligibility: No
Classification: Full Time
Posting End Date: July 03rd, 2024
Position Summary
The position provides administrative support and coordinates all activities in the assigned division.
Job Responsibilities
Undertakes divisional leave administration within the e-Time system and maintains staff schedules, calendars, and yearly planner for the designated areas.
Initiates and tracks purchase requisitions and manages the division s P-card ensuring the availability of adequate materials and supplies.
Serves as a liaison with internal and external stakeholders for tracking and logging invoices, payments, and other ongoing requests until closure.
Prepares, updates, and maintains documentation, reports, databases, and presentations related to the division in electronic and hard copy format.
Actively participates in projects, tracking progress and assists with planning and organizing special events and programs.
Screens, sorts, logs, and drafts memos, notifications and other communications related to the division.
Coordinates the travel logistics, conference registrations, etc. and assists with compiling the reimbursement forms for the designated unit leadership and staff.
Updates and maintains divisional policies and procedures, disseminating information as advised.
Schedules meetings, prepares agendas, records, and transcribes the minutes of the meetings taking appropriate action as required.
Provides onboarding support for new hires, including initiating SPRF forms, user relocation, and space modifications. Also responsible for maintaining space allocation data for the division.
Tracks inventory and stationery and manages goods for the unit, including receiving goods, logging, handover and updating information where required.
Perform other duties as assigned.
Education
Bachelor's Degree
Experience
Bachelor's Degree in any discipline, preferably Administrative Sciences, with 6 7 years of administrative experience.
Prior experience in higher education, healthcare or research setup is an added advantage.
Previous experience in tracking finance-related details for the division.
Previous experience in working with students directly.
Knowledge, Skills and Abilities
Customer-focused with strong verbal and written communication skills.
Excellent organizational skills with the ability to prioritize tasks in a challenging environment.
Good problem-solving skills and attention to detail.
Ability to work both independently and as part of a team.
Proficient in using Enterprise Resource Planning (ERP) systems, such as SAP and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
Desired Candidate Profile
Education:
Any Graduation()
Gender:
nm
Nationality:
Any Nationality
