Duties of Office of Administrative Management

1.   Human Resource Management:

• Develop annual recruitment plans and propose recruitment strategies for various units. Serve as the focal point for recruitment organization and coordinate with relevant units to evaluate probationary and trainee employees.

• Collaborate with university departments to manage faculty, staff, and employees; oversee personnel records and profiles; and take the lead in organizing, monitoring, and processing hiring, contract renewals, and terminations.

• Draft internal policies and regulations related to human resource management.

• Monitor compliance with labor regulations and university-issued HR policies.

• Submit relevant personnel and recruitment documents for approval by the Chairman of the University Council and the Governing Board. Lead research and proposals regarding the establishment, merger, or dissolution of university units.

• Advise and develop strategic plans for faculty and staff development, organizational restructuring, and human resource planning for submission to the Chairman of the University Council and the Governing Board.

• Provide recommendations on the appointment, dismissal, transfer, and promotion of faculty, staff, and leadership roles within the university. Oversee workforce planning to align with institutional development needs.

• Act as the primary unit assisting the Chairman of the University Council and the Governing Board in managing and overseeing university commendation and reward programs.

• Maintain and update personnel records, compile reports, and manage statistical HR data as required by the university and governing bodies.

• Work with relevant departments to manage adjunct faculty records.

• Oversee and implement employee benefits, including social security, health insurance, unemployment insurance, and other welfare policies. Facilitate resignation, unpaid leave, maternity leave, and other employment-related procedures in compliance with regulations.

• Authenticate employee signatures and issue employment verification documents.

• Authorized by the Rector, sign temporary labor contracts, part-time employment agreements, and short-term collaboration contracts (under six months).

• Compile administrative and HR reports as required by the university and relevant authorities.

2. Administration, Documentation, and Archiving:

• Oversee procurement and distribution of office supplies, equipment, and teaching materials in accordance with university regulations.

• Develop policies and procedures for document management, official correspondence, and archiving.

• Receive, classify, and submit internal and external documents to the Board of Rectors and the Board of Directors; archive original documents.

• Ensure proper document issuance, formatting, and compliance with administrative procedures.

• Safeguard and manage the university’s official seals in accordance with legal regulations.

• Organize and maintain archival storage facilities.

• Issue work permits, official letters, employee IDs, and student IDs. Authenticate copies of university-issued documents, transcripts, and diplomas.

3. Reception and Protocol:

• Manage reception services and operate the university’s telephone switchboard. Provide refreshments for meetings and guest receptions.

• Organize and oversee protocol arrangements for official events, coordinating with the IT and technical departments for decoration, sound, and lighting.

• Act as the central communication point, relaying event-related instructions to relevant university departments.

4. Business Operations and Asset Management:

• Identify and process business contracts and service agreements on behalf of the university.

• Manage procurement and distribution of office materials, equipment, and teaching tools.

• Track signed contracts and provide periodic business reports to university leadership.

• Oversee the maintenance and repair of university facilities, including buildings, electrical systems, water supply, and sanitation.

• Supervise and regulate the use of teaching and administrative equipment across university departments.

• Maintain an inventory of all university assets, including land, buildings, and equipment. Preserve related documents and oversee asset management procedures.

• Conduct annual and ad-hoc asset inspections; update asset records; and collaborate with the Finance Department on asset disposal. Implement digital asset management solutions.

• Ensure compliance with occupational safety standards, including protective equipment, fire prevention, and firefighting regulations.

• Coordinate lecture hall assignments in alignment with academic schedules and oversee their optimal utilization.

5. Healthcare Services:

• Organize mandatory health check-ups for incoming students.

• Provide healthcare services for faculty, staff, and students, including first aid and referrals to higher medical institutions when necessary.

• Procure and manage medication supplies in accordance with pharmaceutical safety regulations.

• Work with other departments to maintain hygiene, environmental safety, and food safety standards.

6. Library Management:

• Organize, catalog, and maintain the library’s collection to ensure accessibility and preservation. Develop and implement digital cataloging systems and automated search tools to enhance information retrieval and user experience.

• Develop and expand library resources, including domestic and international academic materials, research publications, and instructional materials.

• Manage borrowing and lending services for faculty, staff, and students.

• Prepare and submit regular library activity reports.

7. Dormitory Management:

• Develop plans for dormitory management, maintenance, and expansion.

• Organize and oversee student accommodation, ensuring compliance with residence regulations. Register temporary residence permits for dormitory students.

• Maintain a 24/7 dormitory supervision schedule.

• Conduct regular inspections and coordinate facility repairs.

• Collaborate with local authorities to ensure dormitory security and student safety.

• Implement public health and sanitation measures in coordination with the Medical Department.

8. Technical Services

• Oversee university infrastructure, including electricity, water supply, and fire safety.

• Conduct routine and emergency repairs. Maintain an inventory of equipment and assets.

• Collaborate with local utility providers to address infrastructure issues.

• Support university events by ensuring proper setup of facilities.

9. IT

• Develop and maintain the university’s IT infrastructure, including networks, servers, and wireless systems.

• Provide IT support to various academic and administrative units.

• Manage internet connectivity, cybersecurity, and data integrity.

• Implement IT projects, upgrades, and network expansions.

• Procure IT equipment and manage software applications.

• Administer the university’s website, ensuring regular updates and maintenance.

10. Security Services:

• Ensure campus security and protect university property, personnel, and students.

• Maintain a 24/7 security presence, including weekends and holidays.

• Provide security for examinations, conferences, cultural events, and VIP receptions.

• Assist in fire prevention and emergency response.

• Cooperate with law enforcement agencies to investigate and report security incidents.

• Monitor and log campus access for individuals and equipment.

11. Housekeeping Services:

• Maintain cleanliness in classrooms, offices, and faculty lounges.

• Provide refreshments for meetings and official gatherings.

• Report maintenance issues and assist in inventory management for housekeeping supplies.

• Support university events by preparing necessary facilities.

12. Transportation Services

• Provide safe and punctual transportation for university leadership.

• Adhere to traffic regulations and maintain vehicle service schedules.

• Track fuel consumption and submit monthly reports.

• Ensure vehicle cleanliness and maintenance.

• Support university activities requiring transportation services.