It is one of the center’s units directly linked to the dean administratively. This unit is managed by three female employees who hold a bachelor’s degree in various specializations. The unit’s job duties: –
– Responsibility for the Citizens’ Affairs Unit affiliated with the dean’s office, including requests and official letters, entering data for books and requests, obtaining the code, and submitting monthly statistics for the unit to the university president’s office. – Exporting and preserving confidential official letters
– Recording incoming mail to the Dean and taking care of the speed of response and distributing incoming to the departments and units and preserving outgoing
– Printing official letters for the Dean’s office and some books belonging to the center’s units
– Submitting requests for the Dean’s office
– Organizing the attendance and departure register for professors and submitting attendance and departure status and inquiries to the center’s professors, and preparing a fingerprint report for the attendance of employees
– Communicating by phone with citizens and arranging meetings and meetings
with the Dean and organizing the reception of employees, teachers and students with the Dean
– Recording vacations and time leaves in the register of the Dean’s office
– Notifying the professors officially and in writing and communicating, supervising and following up on official letters
– Recording requests in the account book
– Preparing and supervising the Dean’s meetings and meetings and recording the decisions issued by them and circulating what is necessary
Tasks of the Secret Pen Unit
– Ensuring that all incoming letters are entered into the Secret Pen and sending copies of the approvals to the Scientific Assistant for the purpose of issuing orders related to the paragraphs of the Center Council that have been approved.
– The secret pen officer (secret issued) acts as a link between the scientific and legal committees and the center council with its members.
– Everything related to the secret pen is archived periodically and continuously, where a copy is kept with the concerned parties and another copy with the officer.
– Attention to organizing the secret pen’s archive files in terms of dates and classification for the regular and continuous progress of work
– Responding to letters that require a response at the time specified for them and ensuring follow-up on responding to incoming mail to the branches and units affiliated with the center
