Temp. Secretary

Role Overview

Temporary Secretary position at Ajman University.

Role Purpose

Provide comprehensive administrative and clerical support to the college, including telephone management, correspondence handling, scheduling, record maintenance, and general office operations.

Key Responsibilities

Communications & Reception

• Answer telephones, route calls, take messages, and provide general information.
• Greet and direct visitors.
• Answer routine inquiries and maintain logs of inquiries as required.

Mail & Correspondence

• Open and route incoming mail.
• Distribute correspondence and other materials to college staff and faculty.
• Prepare and print routine correspondence, labels, and other basic written material using various computer applications.

Clerical & Administrative Support

• Perform a variety of routine typing assignments.
• Use computer applications to prepare basic email correspondence, enter data, and print letters, labels, reports, and presentations.
• Copy and duplicate materials as requested.
• Oversee day-to-day operation of document photocopying as needed.
• Establish, maintain, process, and update files, records, and other documents.
• Perform specialized services of a routine clerical and administrative nature in strict accordance with established procedural guidelines.

Scheduling & Coordination

• Schedule or assist in scheduling appointments, meetings, and conferences.
• Maintain calendars.

Supply & Inventory Management

• Make orders, manage stock, and distribute office supplies.

Additional Duties

• Run various routine errands as required for the unit and college.
• Perform miscellaneous job-related duties as assigned.

Qualifications & Experience

• Bachelor's degree in Business Administration, Public Administration, or related field.
• 1–3 years of experience in the secretarial field.

Skills & Competencies

• Ability to understand and follow specific instructions and procedures.
• Word processing and data entry skills.
• Skill in the use of basic office equipment.
• Record maintenance skills.
• Receptionist skills.
• Ability to maintain calendars and schedule appointments.

Additional Information

Working Conditions

• Work is normally performed in a typical interior office environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.

Reporting Structure

• Reports to: Dean
• Subordinates: None