The Head of Coordination and Follow-up Department is responsible for: 

• Receive and process incoming administrative mail. 

• Record outgoing mail. 

• Organize and maintain files for the center's employees. 

• Distribute both internal and external mail for the center. 

• Type, log, and file all CPS correspondence. 

• Schedule and document the Director’s meetings, both internal and external. 

• Monitor and report on stationery needs. 

• Liaise with other university units on various administrative issues. 

• Perform any additional duties as assigned by the Director. 

The Coordinator of the Director’s Office is responsible for: 

• Ensure the smooth operation of the CPS Director's office by handling secretarial duties, including managing incoming and outgoing mail and faxes, screening calls, and organizing appointments and meetings. 

• Collaborate with Deputy Directors, Heads of Departments (HoDs), and Course Leaders on tasks delegated by the Director. 

• Maintain the filing system of the Director’s office. 

• Handle independent correspondence and follow-up activities. 

• Greet and receive visitors for the Director. 

• Respond to inquiries from teachers and students regarding administrative matters. 

• Update the staff email addresses and directory. 

• Maintain and distribute updated lists of staff telephone numbers and office locations. 

• Organize agendas, record minutes, distribute minutes, and coordinate follow-ups for Executive and Steering Committee meetings. 

• Perform other duties as assigned by the CPS Director. 

The Coordinators of the Deputy Directors are responsible for: 

• Maintain the functioning of the Deputy Directors' offices and the secretarial duties involved, including handling incoming/outgoing mail, incoming/outgoing faxes, screening calls, and setting up appointments and meetings.

• Coordinate with the Heads of Departments/unit members on tasks assigned by the Deputy Directors.

• Maintain the Deputy Directors' office filing system.

• Undertake independent correspondence and follow-up.

• Receive visitors for the Deputy Directors.

• Answer relevant inquiries from students and staff.

• Carry out additional duties assigned by the Deputy Directors.

The Coordinators of the Heads of Departments are responsible for: 

• Maintain the functioning of the Head of Departments' offices and the secretarial duties involved, including handling incoming/outgoing mail, incoming/outgoing faxes, screening calls, and setting up appointments and meetings.

• Coordinate with the Deputy Directors, other Heads of Departments, Course Leaders on tasks assigned by the Heads of Departments.

• Maintain the Heads of Departments' office filing system.

• Undertake independent correspondence and follow-up.

• Receive visitors for the Heads of Departments.

• Answer relevant inquiries from students and staff.

• Carry out additional duties assigned by the Heads of Departments.