Northwestern University

About Northwestern University

Visitor Services Coordinator has a dual report to Director of Business and Finance and Director of Media Majlis at Northwestern University in Qatar (Media Majlis). This position is divided between work with the Director of The Media Majlis at Northwestern University in Qatar to support the front-facing activities related to The Media Majlis and work with the Director of Business and Finance to support the activities related to the bookstore. The incumbent must be able to communicate clearly and effectively, in both English and Arabic, with multiple and diverse constituents. This position is key to promoting the Media Majlis to the public, ensuring the highest level of visitors’ experience to the Media Majlis and NU-Q, and ensuring the smooth operation of the bookstore. The Coordinator may be required occasionally to work on Saturdays to support the Media Majlis activities. Specific Responsibilities: Documents & Databases: Independently responds to and composes correspondence. Disseminate, via general email, exhibition opening notifications and invitations. Accounting: Approves appropriate expenses, purchases and reimbursements per budget. Coordinate with vendors regarding orders, shipping, delivery, etc., of bookstore merchandise (retail and any possible giveaways) including those for the Media Majlis. Monitor stock and coordinate replenishment. Process online orders of Media Majlis merchandise including payments (if not processed through website) and coordination of packaging and shipment of orders with the Mail Room. Human Resources: Prepares forms & verifies information. Coordinations: Manages supervisor’s and/or department’s calendar. Makes appointments. Book group visits as per Media Majlis and NU-Q guidelines on size, time, etc., in the calendar system and disseminate this information to relevant departments. Manages registration and travel. Organizes and coordinates events which may include creating timelines. Contacts: Answers phones, routes callers, takes messages. Responds to phone/email/voicemail inquiries about the museum and exhibitions by the public and related to group visits as well as questions and share any pertinent information about a group visit. Answers phones, routes callers, takes messages. Forward calls and emails not related to Media Majlis to relevant departments. Greets visitors, responds to inquiries, requests & provides routine information. Greet individuals and groups upon arrival at the Reception Desk (unless it is a curator-led talk/visit in which case a curator will meet the group at the Reception Desk). In rotation with other Media Majlis staff, be onsite for weekend opening hours. Meet and greet general visitors to NU-Q. Be the public-facing and public-interaction representative of NU-Q. Direct visitors and callers to the appropriate departments within NU-Q. Respond to general inquiries and questions and appropriately forward specific inquiries and questions to relevant departments. Student Services: Working with the Library, assist with the textbook management duties when appropriate. Supervision: Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc. Supervise student workers in the bookstore and ensure all aspects of operation are working smoothly, efficiently, and effectively. Performs other duties as assigned. Minimum Qualifications: A high school diploma or equivalent required. 4 years of administrative support or other relevant experience required. Minimum Competencies: (Skills, knowledge, and abilities.) Fluent in both English and Arabic Excellent written and verbal communication and interpersonal skills Excellent organizational skills with attention to details, flexibility and reliability Work effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations Proficiency and comfort in Microsoft Office or similar software applications Customer focus Preferred Qualifications: Bachelor degree or equivalent required 3 years of administrative experience with public interaction

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Company Info

Company Type: College / University

Company Size: 5001 - 10000

Revenue: 1 - 5 billion (USD)

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