Office of the Dean and Vice Presidents

Description

Preparing and organizing, and maintaining all affairs related to the Dean/Vice-Dean’s office, and handling all routine matters and completing administrative tasks with affiliated departments or units to the Dean/Vice-Dean.

Main Tasks

  • Receiving visitors to the Dean/Vice-Dean’s office, directing them, receiving their letters or correspondence, and organizing their meetings with the Dean/Vice-Dean.
  • Receiving and opening transactions pertaining to the Dean/Vice-Dean’s office, presenting them for review and guidance.
  • Preparing the agenda for meetings of the Board of Trustees in coordination with the Secretary of the Council and informing the members thereof.
  • Preparing the meeting rooms and sessions, ensuring their completeness and readiness, and equipping them.
  • Following up on the printing of session minutes, having members sign them, completing the necessary procedures, classifying them, indexing them, and archiving them.
  • Issuing decisions and notifying the executive authorities after they have been approved.
  • Preparing and directing outgoing correspondence from the Dean’s office to relevant offices and departments.
  • Answering telephone calls and taking the necessary actions regarding them.
  • Completing photocopying, printing, and photographic tasks for the Dean’s office.
  • Supervising the organization and archiving of files in the Dean/Vice-Dean’s office.
  • Informing administrative units and departments about directives and instructions from the Dean.
  • Perform any other tasks assigned by the Dean of the College.

Reference

Dean/Vice-Dean of the College.

Responsibility

Secretary of the Dean's Office and those with a direct relationship to the Dean’s office.