Administrative Assistant for Academic Affairs

19 hours ago

Muscat, Muscat, Oman beBee Careers Full time

**Job Summary:**

We are seeking a highly organized and efficient individual to join our team as an Administrative Assistant for Academic Affairs. The successful candidate will supervise the daily operations of the Academic Affairs Office and provide support in various administrative and analytical tasks.

**Key Duties and Responsibilities:**

  • Serve as the primary contact for staff supporting the Deputy Vice-Chancellor.
  • Assist with analytical and administrative tasks related to Student and Academic Affairs Offices matters.
  • Prepare detailed briefing materials and gather relevant information for meetings, reports, presentations, and event coordination.
  • Manage inquiries, complaints, and concerns from callers and visitors on behalf of the Deputy Vice-Chancellor.
  • Coordinate the submission of information and documentation for various processes, such as recruitment and selection committees.
  • Review candidate documentation and prepare recommendations.
  • Plan and coordinate candidate interviews, including travel arrangements.
  • Participate in the development of projects, work methods, and procedures.
  • Recommend procedural changes and staff requirements to improve unit efficiency.
  • Follow up on decisions made by the Deputy Vice-Chancellor and resolve complex problems.
  • Collect, analyze, assess, and summarize information for decision-making and develop recommendations.
  • Estimate time, resources, and budgets for activities, events, and projects.
  • Create financial projections and monitor accounts.
  • Plan and coordinate conferences, seminars, and workshops.
  • Respond to inquiries and provide policy and procedure information.
  • Maintain spreadsheets, databases, websites, and social networks.
  • Manage the Deputy Vice-Chancellor's calendar, prioritize appointments, and schedule meetings.
  • Prepare documents, reports, minutes, and correspondence.
  • Format, edit, proofread, and order office supplies.
  • Establish and maintain filing systems, both electronic and physical.
  • Handle confidential files and records according to policies.
  • Prepare and distribute documents, handle mail, faxes, and courier shipments.

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