HAIGAZIAN UNIVERSITY
Division / Department
-- Staff Job Design
FACULTY SUPPORT
Job Description
Title / Position
FACULTY SECRETARY
AND WEBMASTER
Reporting to
The Deans
Position currently held
by
ELMAJIAN Taline
Last update
February 2009
Position Grade
6
Current sub-grade
A
Working Hours
Sept. 1 – July 15
July 15 – Aug. 31
8:00 am – 12:30pm, 1:30pm – 5:00 pm
7:30 am – 1:30 pm
Job Description
Summary of Position
- The Faculty Secretary is responsible to provide a professional and efficient administrative and secretarial service to
members of the Faculty.
- The Webmaster position is responsible for determining user needs, strategies and goals and develops web
pages to meet those needs.
Scope of Work
- The Faculty Secretary reports to the Deans and provides support to the Faculty primarily in the areas of the
administrative needs of the faculty members and the secretarial needs of the Deans.
- The Webmaster implements web pages, maintains content and oversees day-to-day management of the University
website, and assures quality and filing integrity of web pages.
Responsibilities as a Faculty Secretary
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Provides high level of secretarial support to the Deans to facilitate Faculty management.
Deals with the typing, scanning and copying of syllabi and exams throughout the academic semesters.
Oversees the stamping of HU exam booklets and manages the exam booklet distribution to Faculty.
Supervises and trains the student assistants to provide photocopying service to all faculty members.
Records the volume of photocopy usage per faculty member and reports to the Accounting department.
Manages the receipt of mail on info@haigazian.edu.lb and forwards received mail to concerned parties.
Oversees the preparation of faculty recommendations and attestations.
Issues internship request letters for students in addition to warning letters, repeat notices, last chance letters,
congratulation letters directed to students as requested by the Deans and Honor letters for schools .
9. Types the Certificates of Training related to Trad Hospital and posts Deans’ list students on the bulletin board.
10. Posts announcements related to academics, press releases, student news and public lectures.
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HAIGAZIAN UNIVERSITY
-- Staff Job Design
11. Arranges for the announcement of faculty absences and instructor messages to students by posting them on the
bulletin board.
12. Reports faculty absences to the Deans.
13. Oversees the distribution of mailbox keys and the parking permits to the faculty members and to Lifelong
Learning Program Instructors.
14. Prepare appointment sheets for advising throughout the academic semesters, updates the Faculty and Staff
lists, types reports to the Deans and Chairs.
15. Maintain and control data and filing systems to ensure effective, accurate, and easily retrievable documentation
of operations.
Responsibilities as a Webmaster
1. Maintains Website for the University.
2. Administers the Website, makes periodic reviews to check for errors, correct them and reports errors to the host.
3. Monitors, improves and updates the performance of the existing University Website.
4. Updates information contained on the Web site or in databases linked to the site, including Photo gallery
section, Student life section, Lifelong Learning Program pages, as well as retrieving the final exam schedule
from the shared data server, formatting the contents and posting it on the website.
5. Monitors the web site to ensure an accurate and consistent presence on the internet.
6. Works with many colleagues and hosting companies to update the Website.
7. Performs a variety of technical tasks to make sure that a Web site works properly and can be accessed quickly
by as many people as possible.
8. Keeps file security for the Website.
9. Maintains the site so that it remains a valuable resource for the University and those who access.
10. Checks the links on the site regularly to make sure that they are still working and that the information they
provide is still current and updated.
11. Ensuring that a Web site is easy to navigate and that it addresses the needs of the University and those
who access.
Knowledge
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Working knowledge of University policies and procedures
Knowledge and administrative experience of working in Higher Education.
Requirement of a wide range of skills and abilities for a webmaster job.
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Organizational and general Administrative skills
Exceptional ability to communicate effectively, both verbally and in written form
Excellent proficiency in English and Arabic languages
Ability to set priorities and complete assignments on time
Computer skills including the ability to operate computerized PowerPoint, spreadsheet, word processing, email programs
Time management skills
Ability to work in multi-cultural environment
Skills
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HAIGAZIAN UNIVERSITY
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-- Staff Job Design
Ability to work and communicate well with others
Ability to create visually pleasing web pages and content
Demonstrated ability to work in a team environment as well as work independently, read/comprehend
instructions, and communicate design concepts and ideas
Good understanding of constructing web content that is user-friendly
Strong web design skills which will include the ability to edit HTML or other skills
Proficiency in Adobe Photoshop
Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Faculty Secretary. The incumbent must
also demonstrate the following personal attributes:
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Honesty, confidentiality and trustworthiness
Respectfulness
Possession of cultural awareness and sensitivity
Flexibility
Demonstration of sound work ethics
Approval and Signatures
Employee
Head of Division/Department
HR Coordinator
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