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Senior Administrative Assistant, Academic Affairs

2 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia KAPSARC Full time

Position Summary

Facilitate and manage the day-to-day operations of Academic Affairs. Develop and manage projects to support the mission and goals of the department. Serve as a primary point of contact for internal and external stakeholders and manage the planning of meetings and events.

Major Accountabilities

Administrative Affairs

  • Oversee and manage the day-to-day activities of the department; develop policies, procedures, and systems to ensure productive and efficient departmental operations.
  • Provide and oversee administrative support activities, including answering phones, maintaining calendars, making travel arrangements, drafting and preparing documentation and correspondence, reviewing and managing incoming and outgoing correspondence, and following up on operational commitments.
  • Organize and facilitate meetings and special events; schedule and coordinate dates, times, venues, attendance, agendas, and facilities; record minutes; and provide administrative support and follow-up on matters arising from meetings.
  • Research information, compile statistics, and gather and compute data; prepare special or one-time reports, summaries, or responses to inquiries; and select relevant data from a variety of sources.
  • Develop and manage projects to ensure efficient service delivery and to support the mission and goals of the department.
  • Serve as a primary point of contact between the department and internal and external entities; provide information and perform problem-solving across a range of issues.
  • Establish, update, and maintain office files, inventories, invoices, and records; implement and maintain data management systems as required.
  • Support the development of departmental reports, templates, and presentations.
  • Prepare minutes for all departmental meetings and follow up on the execution of decisions.
  • Organize and maintain faculty and visiting faculty documentation, including invoices, grant follow-up materials, and other faculty-related records.
  • Edit departmental communications, including documents prepared for the Associate Dean's signature, as well as other correspondence and reports.
  • Support academic processes, including faculty meetings and committee activities.
  • Assist with accreditation activities, program reviews, and quality assurance documentation.
  • Maintain records related to curricula, policies, syllabi, and academic approvals.
  • Coordinate administrative aspects of faculty onboarding, appointments, and visiting scholars (in coordination with HC).
  • Support student-related academic administration (e.g., tracking approvals, forms, and academic requests, without decision-making authority).
  • Handle student compliments and support student-led activities.

Policies, Systems, Processes, and Procedures

  • Adhere to all relevant departmental policies, processes, standard operating procedures, and instructions to ensure work is carried out in a controlled and consistent manner.

Related Assignments

  • Undertake other duties as directed, which may include providing administrative support to other areas within the KSPP department.

Qualifications and Experience

Recommended Qualifications and Years of Experience

  • Bachelor's degree in English translation or a related field, with 4-8 years of relevant experience.
  • A project management certificate is preferred.
  • Prior secretarial experience is preferred.