Administrative Affairs Department
Department Tasks:
Receiving incoming letters to the college from all government departments, either through the university’s mail or via postal agents.
Distributing the received letters after reviewing them with the Dean of the College. These letters are logged into the college’s records and then electronically archived. They are distributed according to the Dean’s instructions to the departments, sections, and units.
Drafting official letters and correspondences related to administrative matters for the Dean’s signature. Once signed, these letters are issued according to the established filing system.
Issuing outgoing letters from other administrative units in the college, following the established coding system.
Storing all incoming letters that do not require responses in the college’s records under file number (11).
Storing all outgoing letters in the appropriate filing systems, according to the designated codes, and keeping copies of the originals in the respective unit files.
Archiving all outgoing letters from the college’s administration using the university’s archiving system, which allows retrieval of needed documents for the administration.
Recording all documents issued by the college’s administration in designated registers before being stored in the files. This helps facilitate the retrieval of necessary information.
Handling administrative matters related to postgraduate students, both within Iraq and abroad, such as the expiration of their leave, extensions, or partial leave as per the established records.
Processing employee allowances (quarterly) through the official grading record, tracking changes in allowances such as awards from the university administration, penalties, maternity leave, unpaid leave, etc.
Organizing and following up on employee leave forms and their accumulated leave balances.
Monitoring time-off forms for employees.
Monitoring employee attendance and departure times.
Tracking the confirmation of faculty and staff appointments after completing their probationary periods as required by law.
Storing files for faculty and staff in their personal files, either electronically or in paper form.
Organizing daily wage workers’ forms and submitting them to the college’s accounting department at the end of each month for salary calculations.
As the services unit is linked to the administrative department, overseeing the distribution of service tasks in the college’s departments and administration building daily, ensuring fieldwork is completed to enhance the service environment. This includes submitting purchase requests to the college’s administration for cleaning and maintenance needs.
Monitoring the college’s garden work and striving to maintain green spaces, providing suitable seating areas for students.
