Administrative Officer

Tasks and Responsibilities

The main tasks of the Administrative Officer can be divided into four categories:

Reception and administration

• Reception of students and replying to students’ calls and emails.
• Receiving payments, issuing receipt vouchers and handling refunds.
• Helping the teachers and students obtain the needed information for conducting the courses.
• Handling students requests and inquiries.
• Overseeing small purchases.
• Selling books and other merchandise.
• Managing the books stock and placing books orders.
• Supervising the volunteers assigned to the Front Office.

Students’ registration 

• Receiving registration forms for language courses and entering data to the student’s database.
• Communicating with language course students and coordinators regarding (i) courses confirmation/cancellation, and (ii) schedule and course related details.
• Sharing the attendance sheets with the language coordinators at the beginning of the semester and following up on the attendance throughout the semester.
• Contact and follow-up on potential and current students.
• Private lessons coordination.
• Entering grades of language course students into the database.
• Preparing and sending students certificates.

Facility management and overview

• Overseeing the maintenance and cleaning of the facilities.
• Make sure all classrooms have the necessary stationery and IT material.
• Overseeing the garden and the external facilities.
• Overseeing the kitchen and cleaning supplies.
• Help in organizing internal and external events of the Institute.

Assistance to the other departments of the Institute

• Marketing and Communication: Relay client-side information and feedback, posting ads and news on social media platforms, and contributing to creating advertisements’ contents.
• Helping the different departments in organizing events such as lectures, conferences, meals, open days, End of Year graduation ceremony, etc.
• Help in travel and accommodation arrangements for the staff travels, especially the Dean of the Institute
• Other tasks may be requested in accordance with the needs of the institute.