Senior Administrative Services Specialist

About the Role

King Abdullah bin Abdelaziz University is seeking a Senior Administrative Services Specialist to provide and coordinate a wide range of administrative and secretarial services within the CEO's office. This full-time role contributes to the effective and efficient service delivery of the assigned Executive Division, managing office-related tasks such as clerical processing, data tracking, and monitoring supplies and office equipment.

Key Responsibilities

• Provide comprehensive administrative and secretarial support to the CEO's office.
• Maintain confidentiality of all sensitive information.
• Review and prioritize incoming communications for the assigned department.
• Manage effective oral and written communication to and from the CEO's office.
• Draft letters and reports on behalf of the CEO to a high standard of English.
• Take dictation and/or transcription, type, and distribute correspondence and reports.
• Manage and coordinate the filing system and set up office administration systems.
• Coordinate communication, documentation, venue bookings, and refreshments for meetings/committees.
• Attend meetings, take minutes, and follow up on actions as required.
• Organize office supplies and repairs for office equipment, including troubleshooting malfunctions.
• Assist in providing support and guidance to staff within the CEO's office on computer systems, including reviewing, proof-reading, and formatting computerized documentation.
• Develop and maintain computerized office systems, such as Microsoft Access Databases, to manage paper flow efficiently.
• Train new staff in their primary duties and responsibilities, and cross-train current staff in new or existing duties.
• Respect patients and their families to promote a patient-centered care culture.
• Participate in and support quality improvement and patient safety activities, individually or as part of multidisciplinary teams.
• Perform other duties as assigned or needed.

Qualifications and Experience

• A minimum of 5-10 years of experience in administrative or secretarial services.
• Demonstrated ability to draft professional correspondence and reports in English.
• Proficiency in managing office administration systems and computerized documentation.
• Experience with database management, such as Microsoft Access.

Required Skills

• Strong organizational and time management skills.
• Excellent written and oral communication abilities.
• High level of attention to detail and accuracy.
• Proficiency in office software and computer systems.
• Ability to maintain strict confidentiality.
• Problem-solving skills for office equipment malfunctions.
• Training and mentorship capabilities for staff.

Work Type

This is a full-time position.

Application Process

Candidates who meet the qualifications are encouraged to apply.