وظيفة مسؤول دعم مكتبي لدى Niagara College KSA في الخبر

Applications are invited for the position of Administrator, Office Support at the Leading National Academy (LNA) powered by Niagara College KSA in Al Khobar. Reporting to the Campus Principal, the Administrator, Office Support is a key figure in the academic organization, supporting and overseeing day-to-day operations in a professional and organized fashion.

Responsibilities include, but are not limited to:

• Perform day-to-day administrative tasks including answering phone calls, managing emails, receiving visitors, scheduling appointments, and handling correspondence.
• Perform general administrative duties such as word processing, filing, photocopying, scanning, faxing, document creation, and retrieval.
• Maintain a comprehensive and organized filing system (physical and digital) for the Principal’s Office, ensuring archiving and document control.
• Manage incoming and outgoing internal and external mail.
• Assist in meeting deadlines and preparation of required documents, forms, reports, letters, and agendas.
• Maintain accurate records, databases, and logs; input and update information to ensure data integrity.
• Handle data entry, spreadsheet updates, and preparation of compiled documents for reporting purposes.
• Prepare meeting agendas, coordinate materials, and ensure timely circulation.
• Attend meetings, conferences, and events to provide real-time translation and facilitate communication.
• Attend management meetings and related sessions; record notes and produce timely and accurate meeting minutes.
• Track action items and ensure follow-up with involved departments as required.
• Coordinate logistics and schedules for internal and external events, workshops, and meetings.
• Provide on-site support during events, ensuring smooth execution.
• Assist with planning and supporting campus activities, VIP visits, advisory council sessions, and stakeholder engagements.
• Coordinate placement tests, assist with student enrolment processes, and maintain student records.
• Assist students with inquiries, registration, documentation, and general academic support needs.
• Facilitate effective communication between departments, staff, students, and external stakeholders.
• Prepare and maintain digital documents, templates, and administrative workflows.
• Support data preparation for audits, reviews, quality assurance, and accreditation-related documentation.
• Participate in campus-wide initiatives and cross-functional collaborations.
• Perform other related duties as assigned to support the overall mission of Niagara College KSA and the Campus Principal’s Office.
• Plan and coordinate meetings with sponsoring companies, share relevant trainee data, manage the meetings, and prepare meeting minutes, including performance.
• Create trainee timesheets (daily, weekly, monthly) and upload excuses.
• Generate overall academic performance reports for trainees by collecting and consolidating grade data across subjects and segments
• Handle company requests, respond to trainee concerns, and follow up on trainee-related requests.
• Support placement of test procedures, including interviews, creating clip cards, and activating test links.
• Call applicants to schedule interviews, ensure attendance at meetings with companies, and confirm their acceptance.
• Work with the NC system by updating records, ensuring the accuracy of entered data, and verifying the completeness of all related documentation
• Prepare graduation lists categorized by company, and scan and organize graduation certificates.
• Ensure that all documents are accurately processed and shared with the Business Development Department.
• Create LNA ID cards for new trainees.
• Prepare, issue, and archive trainee certifications (Appreciation,100% attendance, others).
• Follow up with external portals for trainees’ registration such as Waed.
• Submit and follow up on IT ticket requests, printer, and network configuration issues as required
• Manage digital displays: operate event TVs, create visual content, and convert media formats.
• Capture and edit high-quality media content (vlogs) for events and internal use as required.
• Develop visual materials (e.g., flowcharts) and support post-event surveys and quality reporting.
• Tracking and recording all Key Performance Indicators (KPIs) as required.
• Contribute to the monthly business reports, quarterly reports, and annual reports.
• Collect and verify all required documents for new trainees, conduct the induction process, and coordinate ongoing communication with company representatives to ensure a smooth onboarding experience.

Required skills and qualifications, at a minimum, include:

• Bachelor's or degree in Office Administration or a related discipline from a recognized university.
• A total of three (3) years of professional experience, including at least one (1) year in the education sector.
• Experience in administrative roles within a post-secondary institution is strongly preferred and will be considered an asset.
• Excellent written and oral communication skills in both Arabic and English; experience as a translator is preferred
• Proficient in the use of MS Office programs and database applications. Strong preference will be given to those applicants who possess experience using Student Information or other academic systems
• Demonstrated ability to work with diverse student populations
• Strong organizational, problem-solving, and analytical skills
• Preference will be given to Saudi Nationals
• Candidates with demonstrated experience in GCC / MENA countries and those with transferable KSA Iqama are highly encouraged to apply