مكتب رئيس الجامعة – جامعة الزهراء ( عليها السلام)

Office of the President of the University

Summarized Introduction:

In discharge of the tasks entrusted to it by the Presidency of the University, the Office of the President of the University submits University related administrative and scientific activities to the President of the University. As the executive and steering body of the institution, the Office follows up the official external and internal correspondence between the Presidency of the University and the official and non-official bodies. Moreover, it undertakes and supervises the reception of guests and individuals who seek interview with the President of the University.

Units of the Office of the President of the University:

Director of the Office (Division level)
Secretarial Unit.
Secret Pen Unit
Electronic Archiving Unit.
Margins Follow-up Unit.
وحدة ذاتية المكتب

Duties of the Director of the Office of the President of the University:

Supervises the management of units and staff members of the Office of the President of the University.Supervises the management of units and staff members of the Office of the President of the University.
Distributes tasks to staff member of the Office of the President of the University
Refers incoming and outgoing affairs to the Office of the President of the University.
Deals with routine matters to avoid the direct involvement of the President of the university.
Supervises direct communications with all committees and councils in addition to their electronic system.
Prepares and organizes meeting dates of the university president, carries out shorthand tasks and coordinates translation tasks when needed.
Draws up the President interview schedules and submits them for marginal directives on a daily basis.
Receives private telephone calls and refers them to the President according to prior directives in this regard.
Checks all communication devices of the President of the University (private phone - mobile phone - fax - e-mail - internal network - internal and external transfers – network communication - visual communication - system of councils and committees).
Ensures the location of communication devices and their division mode: (The location of the communications devices associated with the senior command on the right side, and the rest of the devices on the left side of the office, makes sure to put the headphones is in its proper place on the device, keeps the latest manuals and phone models, including those for senior officials and the those which are destined for others).
Conducts all internal and international confidential or private presidential communications, prints out e-mails and mobile messages on paper before submission to the president.
Locates the whereabouts of the President during meetings and gatherings, secures incoming and outgoing presidential communications, and ensures the validity of the numbers required in the communications.
Organizes and arranges the president's internal and external travel trips by selecting the preferred means of travel, fixing travel and return dates, making the appropriate reservations and hotel reservations for the President and accompanying staff members.
Prepares the President's itinerary as well as the necessary information on travel destinations, contacts selected persons and entities for presidential meetings in addition to the allotment of necessary financial arrangements.
Prepares a list of important visitors in coordination with the Relations and Protocol Unit.
Prepares a list of important visitors in coordination with the Relations and Protocol Unit.
Develops a statement of incoming phone calls during the President meetings. Regularly reaches out to the President upon return from travel or during lengthy meetings for briefing and guidance on important events, affairs, communications and visitors.
Arranges in separate files settled or postponed topics and those recommended further studies, and coordinates their follow-up with other parties in coordination with the Follow- up Unit at the Office.
Organizes interviews for VIP visitors and statesmen in addition to fixing preset dates under the guidance of the University President.
Takes care of the private secretarial offices and the reception hall with special attention for the convenience of visitors and the preparation of a special place for VIP guests in coordination with the Public Relations and Protocol Unit.
Prepares and reviews the President's diary on a daily basis, including all appointments and interviews and the need to notify the President before the entry of visitors. Another task includes constantly locating the whereabouts of the President as a reminder of the appointment.
Attends the President’s public and private meetings upon request, in addition to the preparation of a summary of entire meetings, and abbreviated versions of important articles to save time and to allow the President to concentrate entirely on duty performance.
Makes arrangement of a proper sitting place and participation papers for the President in meetings and ceremonies.

Tasks of the Secretarial Unit:

Organizes necessary interviews for the teaching staff and employees with the President of the University.
Organizes weekly interviews for citizens from outside the university who need to meet the President.
Coordinates the appointments of the President.
Organizes the work of the office and arranges the work environment.
Organizes the entry of deans and directors of administrative and technical units who have deliberations with the President of the University.
Follows up on urgent correspondence that requires immediate response from all university units and departments as per presidential guidance.
Produces annual evaluation of the staff of the Office.
Notifies the deans of the faculties of meeting dates and the directives issued by the President regarding urgent matters that require immediate response.
Checking the incoming and outgoing mail of the President of the University

Electronic Archiving Unit:

Establishing, managing and developing the Centralized Archiving System of the University.
Electronic archiving of correspondence within the communication, administration, electronic management and other systems at the University.
Electronic archiving of the university staff members files, including students, faculty members and employees, as well as the auditor files of the University Hospital and the Health Administration.
Electronic archiving of the minutes of all the meetings of the university councils, colleges and scientific departments and the minutes of the permanent and non-permanent committees.
Electronic archiving of all old paper official correspondence and documents at the university.
Preserving the official university correspondence and documents from damage or loss.
Organizing the search and retrieval of information and data on various correspondence and official documents in accordance with the capacities accorded to system users.

Tasks of the Secret Pen Unit:

Follows up the confidential mail in the Dean's office and directs the confidential correspondence received from the Presidency and other governmental and private faculties, as well as correspondence received from the Ministry, ministries and other bodies, and mark them with a secret incoming number of the faculty.
Directs the confidential correspondence received according to their original destination and keeps a copy thereof.
Issues correspondence and confidential administrative directives for the Faculty, marks them with a secret Faculty number, and directs them to the concerned authority after saving a copy thereof.
Follows up on the secret committees that are formed within the Faculty.
Prints correspondence issued by the Dean's Office.
Follows-up urgent confidential correspondence of the Dean within the Office.
Carries out directives issued by the Dean to the secret pen and other similar tasks.