Job Purpose:

Responsible for providing ongoing administrative affairs related support and overseeing campus day-to-day operations to ensure smooth performance of different university functions. This includes supervising support services for staff, faculty, and students, events preparation & management, space management & reservations, security, inventory management, while coordinating with various offices/departments to maintain a high level of campus services meeting ESLSCA quality standards.

Accountabilities:

Support Services:

• Monitors the cost and schedule of work in progress from labor and material records to ensure the Campus Housekeeping is in support of ESLSCA’s mission to ensure that the university community's needs and expectations are consistent in quality and are met across all campuses of ESLSCA.
• Ensures responsive, timely and thorough responses to the Housekeeping needs of the University community; staff, faculty & students by closely coordinating and setting clear SLA’s with outsourced service providers.

Space Management:

• Ensuring the proper reservation process of Meeting rooms, auditorium and different classrooms, outdoor areas as per the ongoing classes, events and meetings.
• Coordinates with different schools the semesters’ schedules to reserve all the assigned rooms and spaces to avoid conflicting class, meeting or event timings.
• Assures that all rooms are occupied as per prior reservations to prevent unauthorized or unscheduled utilizations.

Security:

• Ensures the protection of the personnel, buildings, equipment, and information of ESLSCA from any kind of criminal activity by assessing and managing security risk elements, and developing, implementing comprehensive security policies, rules and procedures.
• Recommends and supervises the implementation of security awareness and security training programs for security personnel.
• Ensures thorough handling of all Faculty, staff, students and visitors coming in and out of ESLSCA Campuses maintaining proper access control by distributing security personnel at the right access spots and providing them with guidance on how to handle different stakeholders.
• Oversees continuous monitoring of the campuses surveillance systems and handling violations incidents as they occur.
• Assumes proper access control to planned campus events to ensure that only the right attendees are allowed to access the Campus during such events.
• Ensures that students are allowed access only when they show their IDs or use in the electronic access points (if available).
• Manages conducting all investigations for criminal and security incidents across all campuses.

Events Management:

• Maximizes efficiencies of event operations to insure the successful coordination of assigned events on campus premises.
• Sets the required policies and procedures guiding the preparations and reservations of specific room or area to conduct an event.
• Ensures proper tracking of exact or tentative maximum number of attendees, arriving service providers, contracting procedures, securing of all required permits or approvals from authorities.
• Provides all the required personnel to handle the event as planned.

Medical Services:

• Manages the Medical services Team, coordinates their availability on campus in coordination with the Office of  student services as needed to cover the students’ class and exams schedules.
• Sets the related policies, regulations and procedures to ensure appropriate quality service and minimize abuse.
• Sets in Coordination with the Office of Human Resources the guiding rules for staff and faculty to use the Clinic on campus and the exact medical approvals that can be granted to them through the on campus medical services.
• Handles Medical agreements with nearby hospitals for emergencies or Medical tests required for hiring new staff members.
• Supports the Medical services team to fulfill all their needs to maintain the clinic.

General Administrative Tasks & Team Management:

• Provides administrative support to the Campus Services Manager in planning, organizing, and implementing campus services projects and initiatives.
• Assists in preparing reports, presentations, and other documents as required by the Campus Services Manager.
• Supervises and coordinates the work of administrative staff, ensuring that tasks are completed accurately and on time.
• Provides training and guidance to administrative staff to enhance their skills and performance.
• Serves as a point of contact for internal and external stakeholders, addressing inquiries and providing information about campus services.
• Facilitate effective communication between the Campus Services Manager and other offices/departments, staff, and external stakeholders.
• Ensures providing support to Faculty, staff, and students with photocopying exams and documents.
• Manages the campus P.O. Box and related communications.
• Manages the proper archiving of all service agreement contracts for legal reference, documentation and files.
• Assist in the preparation and monitoring of the administrative budget, ensuring that expenditures are tracked and managed effectively
• Oversee the management of office supplies, equipment, and facilities to ensure a well-functioning work environment.
• Participates in contract negotiations as required to ensure quality services are provided to the University community as efficiently as possible. 
• Handles with the Legal consultant the service agreements contracting process, securing all the required approvals internally and externally.
• Coordinates with Supply Chain the purchase of necessary operational supplies (office, Housekeeping, Buffet,…etc.), equipment and services and inventory.
• Coordinates with Marketing & Supply Chain the logistics of the regular printable material like: Answer sheets,  exam sheets, Letter Heads, Business Cards, .. etc.
• Handles with the Marketing team the Office and building signage to be consistent across all campuses in terms of branding and quality.
• Works closely with the Facilities & Operations team and shadow all their functions as needed.
• Performs any other tasks requested from Manager, Campus Services.