Administrative Officer

Description:

• Provide professional and welcoming reception services to visitors, ensuring their inquiries are promptly
   

addressed and they are directed to the appropriate personnel. Project a positive and professional image of the

department.
 

• Efficiently manage incoming phone calls, accurately screening and directing calls, taking concise and
   

accurate messages, and promptly communicating them to the Line Manager. Resolve routine inquiries

independently whenever possible.
 

• Review and sort incoming correspondence, summarizing key information and prioritizing urgent matters for
   

the Line Manager's attention. Proactively identify and address routine inquiries and correspondence,

requiring minimal supervision.
 

• Prepare and distribute high-quality, error-free internal communications, including memos, announcements,
   

emails, and reports, ensuring timely and accurate distribution of information. May independently draft

routine correspondence and documents when assigned by the Line Manager.
 

• Manage and organize the line manager’s calendar, arrange and schedule meetings with external or internal
   

visitors/committees, ensure that any required materials and documents are available before the meeting, as

well as notify attendees and coordinate with them regarding any changes that may occur.
 

• Keep the relevant internal and external stakeholders constantly updated and informed regarding internal
   

decisions using suitable communication channels.
 

• Attend college/department and other relevant meetings, prepare the Minutes of Meetings (MOM), and
   

distribute meeting minutes, ensuring clear and concise documentation of key decisions and action items.
 

• Gather, analyze, and summarize relevant information and issues for the Line Manager's consideration.
   

Communicate decisions and outcomes to stakeholders clearly and effectively, and proactively follow up to

ensure timely resolution and progress.
 

• Provide comprehensive administrative support to the Line Manager, including but not limited to document
   

preparation, formatting, and distribution; and managing office equipment and supplies.
 

• Manage and organize an efficient filing system (Archiving) in order to maintain relevant, important, and
   

confidential documents and correspondence for future reference. As well as ensure that unnecessary or

outdated documents are removed/destroyed appropriately when needed.
 

• Maintain accurate and up-to-date records of departmental activities, including correspondence, meeting
   

minutes, faculty workloads, and academic schedules, ensuring easy access and retrieval of information.
 

• Assist in the development, review, and submission of administrative requests, including but not limited to
   

leave schedules, return from leave requests, and faculty workload forms. Coordinate with the Operations

Manager/concerned person(s) to complete any related documents and follow up on approvals.
 

• Cooperate with the Operations Manager/concerned person(s) to compile and submit the required
   

information/documents related to strategy, accreditation, annual budget, and HR.
 

• Liaise with the line manager to identify the department’s needs in relation to furniture, stationary, and IT
   

systems and tools and coordinate with the Operations Manager/concerned person(s) to ensure the

department’s requirements are submitted and fulfilled.