Umm Al-Qura University

Umm Al-Qura University

Department of Administrative and Secretarial Communications

- 2021/06/29

Job Description Card of the Department of Administrative and Secretarial Communications


Administrative and Secretarial Communication

Classification of the Department


Administrative √

General competences

  • Achieve goals, plans and the effective implementation of administrative organization.
  • Contribute to the performance of work in a better manner to provide all employees of the deanship with the necessary information to carry out their work. This ensures achievement in work and satisfaction with results as well as achieving administrative control, providing administrative assistance within the deanship, and providing the administration with all the information and data that contribute to supporting the work environment.

Position in the organizational structure

  • Dean of Library Affairs.
  • Director of the Deanship of Library Affairs.
  • Administrative and Secretarial Communications.

The main tasks of the department

  • Receive visitors from inside and outside the university. –
  • Manage telephone and online communications.
  • Assign administrative transactions.
  • Refer administrative decisions and circulars issued by the dean or agents.
  • Follow up the implementation of transactions inside and outside the deanship.
  • Make periodic reports for overdue transactions.
  • Archive old administrative transactions.
  • Handle parcels.
  • Deal with Saudi post's transactions and parcels.
  • Organize appointments and prepare the meeting room.
  • Prepare hospitable environments and provide supplies.
  • Prepare correspondence and organize documents to manage the deanship.

The strategic goals of the deanship that the department contributes to achieving

  • Strengthen the institutional and professional culture that helps library employees succeed in light of the rapid developments and that entail a broader participation with the community.
  • Develop the infrastructure of the Deanship of Library Affairs.

Competences required for the department

  • Computer skills.

Performance indicators that the department contributes to achieving

  • Beneficiary's satisfaction with the library service.