Secretariat Unit of the Assistant Dean for Administrative Affairs

Secretariat Unit of the Assistant Dean for Administrative Affairs – College of Science, University of Baghdad

The Secretariat Unit of the Assistant Dean for Administrative Affairs at the College of Science, University of Baghdad, is a specialized administrative unit that aims to provide administrative and logistical support to the Assistant Dean for Administrative Affairs. The unit is responsible for organizing daily tasks, assisting in coordination among departments, and managing correspondence and files to ensure the smooth and efficient operation of administrative work. Below is the detailed job description of the Secretariat Unit:

Duties and Responsibilities:

Agenda Management:

• Organize and coordinate the schedule of the Assistant Dean for Administrative Affairs, including meetings and official appointments.

• Set priorities and ensure there are no scheduling conflicts, and provide reminders for important meetings and tasks.

• Prepare meeting agendas and assist in following up on the implementation of decisions made during meetings.

Correspondence and Document Management:

• Receive and document all incoming correspondence (both paper and electronic) to the office of the Assistant Dean.

• Prepare and draft outgoing correspondence, ensure accuracy, and direct it to the relevant parties.

• Organize and store administrative files and important documents in a manner that facilitates easy retrieval when needed.

Administrative Meeting Organization:

• Prepare and organize meetings related to the administrative affairs of the college in coordination with relevant parties.

• Prepare and distribute required documents and materials for meetings.

• Record meeting minutes and follow up on the implementation of decisions and recommendations made.

Coordination with Administrative Departments:

• Act as a liaison between the Office of the Assistant Dean and various administrative departments to ensure smooth workflow.

• Follow up on the implementation of decisions and instructions issued by the Assistant Dean in coordination with different departments.

Handling Phone Calls and Inquiries:

• Answer and properly direct phone calls received by the office of the Assistant Dean for Administrative Affairs.

• Respond to general inquiries and refer requests or questions to the appropriate parties.

Preparation of Administrative Reports:

• Assist the Assistant Dean in preparing monthly and periodic administrative reports related to college activities.

• Collect data and information from administrative departments to facilitate the preparation of comprehensive reports.

Visitor and Client Reception:

• Receive visitors and clients and direct them to the appropriate departments within the college.

• Provide necessary assistance to staff, faculty members, and students regarding administrative matters.

Daily Administrative Operations Follow-up:

• Follow up on routine daily tasks such as email, internal correspondence, and necessary administrative procedures.

• Ensure effective and accurate implementation of administrative decisions and instructions.

Administrative File and Record Management:

• Maintain and organize files related to administrative affairs and staff, ensuring regular updates.

• Ensure the confidentiality and secure storage of official documents.

Confidentiality and Professionalism:

• Maintain the confidentiality of information related to administrative decisions and procedures.

• Handle sensitive documents and correspondence with discretion and professionalism.