Administrative Assistant - English Department | Beirut

On demand
Posted on September 14, 2021 - 2 days ago - Beirut
On demand
Administration / Secretarial

Administrative Assistant - English Department | Beirut

The English Department at the American University of Technology AUT, Halat Campus, is recruiting an “Administrative Assistant” to provide organizational and high-level of administrative support to the department.

Candidate should have a minimum experience of 4 years in Academic institutional field.

English is a must.

Job Description

Responsibilities include, but are not limited to the following tasks:
a- Carries out a variety of secretarial, clerical, and administrative duties in the department, which may include any or all of the tasks mentioned below.

b- Takes dictation as necessary and transcribes all correspondence, memoranda, reports or statistics for the signature of the head of the department and distribution or circulation inside or outside the Faculty.

May draft routine correspondence for the Head of the department's review and signature.

c- Records, registers and files all documents, correspondence, etc.

maintains and improves filing system in the Head of the department's office/Academic Department to ensure efficient access and security at all times.

d- Receives incoming mail, sorts into confidential and non-confidential and, according to instruction given, opens mail, records receipt.

Passes on routed documents for further action.

Receives and registers outgoing mail and passes to messenger for dispatching.

e- Screens telephone and personal callers.

Arranges appointments, maintains appointment diary and places outgoing calls as requested.

Takes messages, as necessary.

f- Prepares a variety of statistical or tabulated reports as required and according to specific instructions.

Prepares periodic and routine announcements, notices, and circulars.

g- Makes arrangements for meetings.

Prepares and assembles necessary background materials for scheduled or special meetings.

Takes minutes of meetings as required.

h- Follows up to assure prompt reply to correspondence, timely preparation of reports, memoranda, notices, and circulars or other material agreed upon during meetings.

i- May participate in the registration of students; answering student questions regarding departmental courses, regulations and other related matters.

Also assists in duplicating materials and collating exam papers as required.

j- Performs other related duties such as preparing requisitions for stationery, office equipment and supplies required, arranging for receipt, storing and issuing of such items, proctoring students while taking tests when required, etc…
k- Responsible for final exams preparation and for all photocopying matters requested from the Head of the department and the PT faculty members

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