Visitor Services Coordinator
Northwestern University
Doha, Qatar
منذ 11 يوم

This role coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and / or operations.

Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

This role has a dual report to Director of Business and Finance and Director of Media Majlis at Northwestern University in Qatar (Media Majlis).

This position is divided between work with the Director of The Media Majlis at Northwestern University in Qatar to support the front-

facing activities related to The Media Majlis and work with the Director of Business and Finance to support the activities related to the bookstore.

The incumbent must be able to communicate clearly and effectively, in both English and Arabic, with multiple and diverse constituents.

This position is key to promoting the Media Majlis to the public, ensuring the highest level of visitors’ experience to the Media Majlis and NU-

Q, and ensuring the smooth operation of the bookstore and may be required to occasionally work on Saturdays to support the Media Majlis activities.

Documents and Databases

Independently responds to and composes correspondence.

Disseminate, via general email, exhibition opening notifications and invitations.

Accounting

Approves appropriate expenses, purchases and reimbursements per budget.

Coordinate with vendors regarding orders, shipping, delivery, etc., of bookstore merchandise (retail and any possible giveaways) including those for the Media Majlis.

Monitor stock and coordinate replenishment.

Process online orders of Media Majlis merchandise including payments (if not processed through website) and coordination of packaging and shipment of orders with the Mail Room.

Human Resources

Prepares forms & verifies information.

Coordination

Manages supervisors and / or dept. calendar.

Makes appointments.

Book group visits as per Media Majlis and NU-Q guidelines on size, time, etc., in the calendar system and disseminate this information to relevant departments.

Manages registration and travel.

Organizes and coordinates events which may include creating timelines.

Contacts

Answers phones, routes callers, takes messages.

Respond to phone / email / voicemail inquiries about the museum and exhibitions by the public and related to group visits as well as questions and share any pertinent information about a group visit.

Answers phones, routes callers, takes messages.

Forward calls and emails not related to Media Majlis to relevant departments.

Greets visitors, responds to inquiries, requests & provides routine information.

Greet individuals and groups upon arrival at the Reception Desk (unless it is a curator-led talk / visit in which case a curator will meet the group at the Reception Desk).

In rotation with other Media Majlis staff, be onsite for weekend opening hours.

Meet and greet general visitors to NU-Q.

Be the public-facing and public-interaction representative of NU-Q.

Direct visitors and callers to the appropriate departments within NU-Q.

Respond to general inquiries and questions and appropriately forward specific inquiries and questions to relevant departments.

Student Services

  • Working with the Library, assist with the textbook management duties when appropriate.
  • Supervision

    Coordinates work of receptionists, program assts., temporary / work-study students, secretaries, research / clerical assts., interns, etc.

    Supervise student workers in the bookstore and ensure all aspects of operation are working smoothly, efficiently, and effectively.

    Performs other duties as assigned.

    Minimum Qualifications

    A high school diploma or equivalent required.

    4 years of administrative support or other relevant experience required.

    Minimum Competencies (Skills, knowledge, and abilities)

    Fluent in both English and Arabic

    Excellent written and verbal communication and interpersonal skills

    Excellent organizational skills with attention to details, flexibility and reliability

    Work effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations

    Proficiency and comfort in Microsoft Office or similar software applications

    Preferred Qualifications

    Bachelor degree or equivalent required

    3 years of administrative experience with public interaction

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    قدِّم طلب ترشيحك
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