Administrative and Organizational Duties

  • Organize the Dean’s activities and prepare the daily schedule of meetings and official appointments.

  • Manage the flow of official correspondence (incoming and outgoing), record, classify, and distribute it to the relevant departments.

  • Prepare drafts of the Dean’s official letters and review them linguistically and administratively before signing.

  • Organize and document the minutes of meetings held by or attended by the Dean, and archive them according to official procedures.

  • Follow up on the implementation of the Dean’s decisions and directives with departments, units, and divisions, ensuring compliance with deadlines.

  • Maintain a dedicated archive for the Dean’s Office, including confidential, administrative, academic, and financial files, according to an approved archiving system.

II. Communication and Coordination Duties

  • Coordinate between the Dean’s Office and all college formations to ensure smooth administrative and academic workflow.

  • Maintain continuous communication with the University Presidency regarding official letters, meetings, and periodic reports.

  • Receive official delegations and organize procedures for meetings held in the Dean’s Office.

  • Respond to inquiries from students and visitors within the office’s instructions and scope of authority.

III. Follow-up and Supervisory Duties

  • Monitor the implementation of the college’s annual plan and submit periodic progress reports to the Dean.

  • Follow up on appointments, promotions, and leaves in coordination with Administrative and Human Resources Affairs.

  • Track legal files and ensure compliance with ministerial instructions and integrity and transparency standards.

  • Coordinate with college units (Quality, Continuing Education, E-Learning, Graduate Studies, Finance, Legal, and Registration) to collect observations and reports for the Dean.

IV. Technical and Administrative Support Duties

  • Prepare monthly, quarterly, and annual reports of the Dean’s Office activities and organize related data.

  • Manage the official email of the Dean’s Office, organizing messages and distributing them according to specialization.

  • Provide logistical support for meetings and seminars chaired or attended by the Dean.

  • Supervise the confidentiality of information and the protection of official documents.

V. Customer Service Duties

  • Organize the reception of office visitors and prioritize them according to the Dean’s instructions.

  • Follow up on complaints from students and staff and submit them to the Dean with an executive summary and preliminary recommendations.

 

  • Official Email: 

      Deannoffice.law@uohamdaniya.edu.iq