Deanship's Administration
General goal:
Providing all outstanding administrative and financial services to organizational units and deanship staff for the preparatory year and supportive studies
Objectives:
- Following up the implementation of regulations and systems of administrative and financial affairs in the Deanship
- Supervising the commencing and leaving work of all employees of the Deanship and reporting to the concerned authorities
- Overseeing the implementation of administrative work in the Deanship's units
- Monitoring the improvement and development of workflow in the department
- Coordinating with the Procurement Department at the University regarding securing the Deanship's needs of materials, devices, and services
Tasks:
- Implementing approved plans and programs
- Supervising the implementation of the administrative and financial activities in the Deanship to ensure its good performance
- Applying all financial and administrative systems and regulations related to the university
- Implementing and evaluating various work programs of the Deanship in financial and administrative aspects
- Coordinating with the Financial Planning and Budget Department regarding the preparation of the Deanship's draft budget
- Implementation of all financial and accounting operations of the deanship as per the regulations issued in this regard
- Implementing procedures specified for the operations of receiving and directing all incoming and outgoing correspondence to and from the Deanship, as well as transferring and distributing correspondence within it in coordination with the University's Documents and Archives Center
- Coordinating with the Procurement Department at the University regarding securing the Deanship's needs of materials, devices, and services
- Cooperating with the department of warehouses at the university concerning the operation of the deanship warehouse and the storage of materials and stationery tools and the necessary library by the rules and procedures adopted for it
- Meeting needs of the organizational units in the Deanship of the items stored in the Deanship's warehouse under the established rules and ensuring that there is no surplus or shortage in the items stored in it.
- Assisting the Deanship of Human Resources regarding the operations and reports of monitoring employees' attendance at the Deanship
- Coordinating with the Transportation and Traffic Department at the university regarding the provision of transportation services to all organizational units in the Deanship according to the instructions and procedures in force
- Collaborating with the Records and Archives Center at the University regarding the collection, organization, and preservation of documents and archives of the Deanship to achieve the requirements of performing the work in it, preserving them from damage and loss, and facilitating reference to them when needed, by the documents and archives system and its implementing regulations.
- Coordinating with the University Center for Communication and Information regarding the work of public relations and information in the Deanship
- Preparing the Deanship's news, scientific and informational topics to publish in media
- Monitoring documentation of news published about the Deanship
- Preparing contact information guide for the Deanship's employees and working on updating it regularly
- Receiving visitors to the Deanship from the various organizational units at the university
- Participating in determining the administration's needs for human resources, equipment, materials, and follow-up on their availability
- Identifying the training needs of the administration's employees and nominating them for the appropriate training programs
- Preparing periodic reports on the department's activities, achievements, and suggestions for developing performance
- Do any other tasks assigned to it within the jurisdiction