King Fahd University of Petroleum & Minerals - KFUPM — الظهران - المنطقة الشرقية — دوام كامل
Secretary (Pipeline Talent Pool)
Location: King Fahd University of Petroleum and Minerals (KFUPM), Dhahran, Saudi Arabia
Job Type: Full-Time (Talent Pipeline / Future Opportunity)
Department: Various Academic & Administrative Departments
About the Opportunity
King Fahd University of Petroleum and Minerals (KFUPM) is continuously seeking qualified, proactive administrative professionals to join our academic and administrative departments.
This posting is for a Pipeline Talent Pool opportunity. By applying, your profile will be reviewed and saved in our talent database. Our talent acquisition team will reach out directly as relevant positions become available across university departments.
Role Overview
The Department Secretary plays a vital role in ensuring smooth day-to-day administrative operations within KFUPM departments. Working closely with Department Chairs, faculty members, staff, and students, the secretary maintains organised office systems, handles official communication, manages records, and supports departmental workflows.
Key Responsibilities
• Office & Administrative Support:
• Manage day-to-day secretarial and office management activities for the department.
• Prepare, format, and review official correspondence, memos, agendas, and reports.
• Schedule and coordinate meetings, department councils, and appointments; record and distribute detailed meeting minutes.
• Maintain efficient digital and physical filing systems, ensuring confidentiality and quick retrieval of administrative documents.
• Systems & Data Management:
• Utilize Oracle Fusion ERP to process departmental requests, requisition orders, travel requests, and administrative workflows.
• Maintain accurate departmental records, personnel logs, and activity reports using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Communication & Coordination:
• Serve as the primary point of contact for internal and external inquiries (faculty, staff, students, and visitors).
• Coordinate travel, event logistics, workshops, and visitors’ itineraries for the department.
• Facilitate effective inter-departmental communication across KFUPM.
Required Qualifications & Experience
• Experience: Minimum of 5 years of hands-on experience in administrative assistance, office management, or secretarial support (experience within higher education or complex corporate environments is highly preferred).
• Language Proficiency:
• Native Arabic speaker (mandatory).
• Professional English proficiency (written and spoken, mandatory).
• Overseas study or work experience is a strong plus.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Hands-on experience with Oracle Fusion ERP (or similar enterprise ERP systems).
• Soft Skills:
• Excellent interpersonal, verbal, and written communication skills.
• High attention to detail, organisation, and time management skills.
• Ability to multitask, prioritise under pressure, and maintain confidentiality.