Position Summary
Under the supervision of the Chief of Staff (CoS), provides administrative support for activities relating to the Dean’s Office.
Job Responsibilities
Responsible for covering the college’s Main Reception desk to assist visitors with their queries relating to WCM-Q, either by providing information based on own knowledge or directing the query to other staff or faculty members as appropriate.
Responsible for managing the college’s trunk line to assist callers with queries relating to WCM-Q, either by providing information based on own knowledge or directing the query to other staff or faculty members as appropriate.
Provides administrative support to the Dean and CoS in a collaborative effort with other Dean’s Office team members.
Schedules and coordinates meetings, events, travel arrangements and other tasks as assigned according to the division’s established procedures.
In a collaborative effort with other Dean’s Office team members, responsible for accurate, on-time completion of all tasks related to the Dean’s academic licensing and Qatar residency requirements.
Responsible for updating and maintaining the division’s contact lists.
Coordinates and confirms local transport requests for Dean’s Office team members and guests as assigned.
Assists Dean’s Office team members in the preparation of the college’s administrative forms (e.g., reimbursements, leave requests, etc.) as assigned.
Responsible for maintaining the document filing system for the Dean’s Office (soft and hard copies) according to the division’s established procedures.
Maintains an adequate inventory of office supplies for the Dean’s Office team and make orders as required.
Liaises with administrative and academic offices at Weill Cornell Medicine-NY (WCM-NY),
Hamad Medical Corporation (HMC), Sidra Medicine, Qatar Foundation and other loc institutions for activities relating to the Dean and office team members.
Provides support to the CoS and other Dean’s Office team members in all aspects of the planning and execution of small and large-scale events emanating from the Dean’s Office, such as Joint Advisory Board (JAB), graduation activities and others.
Receives and distributes the Dean’s Office mail. Coordinates internal and external mail flow in and out of the Dean’s Office. Receives and sorts daily ma.
Assists the Dean’s Office staff with translation from English to Arabic when needed.
Manages the room reservation system for the Dean’s Office meeting rooms (B044 and C102). Approves or rejects reservations from other divisions and communicates these decisions accordingly to the relevant parties.
Participate in task forces and ad hoc working groups on relevant initiatives.
Performs other related duties as assigned.
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