Administrative Assistant to the dean of Academics - Kuwait College of Science and Technology

Administrative Assistant to the dean of Academics - Kuwait College of Science and Technology...

Overview: 


Provide high level executive and secretarial support and a comprehensive level of assistance to ensure the office of Academics Affairs in KCST operates effectively, efficiently and professionally. This position will assist the Dean of Academics and will interact frequently with the faculty members and students.


Duties And Responsibilities:


1. Provision of high level administrative and secretarial support in a confidential manner to the Dean of Academic Affairs:
• preparation of correspondence, taking minutes of meetings, preparation of agenda and associated papers for all meeting and interviews involving the Dean’s office
• Act as a first point of contact for the Dean of Academic, screening telephone and personal enquiries, and provision of a high level of client service. Management of diary and booking of appointments etc.
• Coordinating interviews for the recruitment of faculty members visa Skype or face to face meetings. Scheduling interviews via email, Telephone and carrying out the necessary follow-ups
• Maintenance of the KCST Policies, Procedures and Forms database.
2. Assisting the Examination Officer in co-coordinating examination activities, coordinating with Teaching Staff for copying and packaging of exam material.
3. Archiving and documentation of Examination Materials (Answer Booklets after grading). Archiving all data pertaining to Teaching staff recruitment – CV’s, recruitment evaluation forms.
4. Coordination of the purchase, delivery and distribution of stationary to the Teaching staff and Lecture Halls. Maintaining inventory and procurement of stationeries utilized by teaching staff in coordination with the procurement officer.
5. Coordinating with vendors on arrival of Laboratory furniture and equipment’s in the absence of the Teaching Assistants.
6. Coordinating with IT department for any activities related to the Teaching staff (e.g.: submission and collection of ICT request forms, allocation of teaching staff offices) and Documentation of File System in the IT Department requirement.
7. Arrangement for all requirements of new teaching staff on arrival – Intimating operations about office arrangement, IT for computer, Telephone and Email requirement, collection and copying of educational documents to be handed over to finance department for completion of visa processing.
8. Preparing the class’s schedules and payments details for the Part - Time Teaching Staff, and the External Examiners/invigilators during the examination period.
9. Invigilation of the internal and entrance examinations when required.
10. Maintaining the Student’s Absentee forms in each class.
11. Assisting Student Admission department during PUC window period whenever required.
12. Handling some of the library duties in the absence of the librarian and substitution duty for any administrative staff on medical or annual leave.
13. Assisting Faculty members with printouts for class quiz and test in the absence of the TA’s.
14. Providing assistance to any Department as and when required, in the absence of the Dean.
15. Undertake other duties, as required, under the direction of the Dean of Academics or the President.

Job Details

Posted Date: 2019-01-23
Job Location: Al Jahra, Kuwait
Job Role: Administration
Company Industry: Education, Training, and Library

Preferred Candidate

Career Level: Mid Career
Nationality: Kuwait
Degree: Baccalauréat

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