• Review and Audit Data: Review and audit all data entered by the administrative and financial departments in the administrative and financial computer system, which directly or indirectly affects the disbursement or withholding of salaries. Coordinate with departments to ensure proper application and financial impact.
• Supervise Data Entry Mechanisms: Oversee the development of suitable mechanisms for accurate and efficient data entry and tracking of salary-related transactions, and address any financial discrepancies.
• Coordinate with IT Center: Coordinate with the Information Systems Center to resolve technical issues related to the administrative and financial computer system and to monitor the archiving system and the department's website.
• Issue Regular Reports: Monitor and issue periodic reports (daily, weekly, monthly) on the data entry activities performed by the administrative departments within the administrative and financial computer system.
• Calculate End-of-Service Benefits: Calculate end-of-service benefits and settlement of financial entitlements according to the clearance documents for academic staff.
• Audit Certificates and Reconciliation: Audit and review the issuance of salary certificates and financial certificates, and prepare account reconciliations.
• Manage Deductions: Enter and review salary deductions in the administrative and financial computer system.
• Review Retroactive Payments: Audit and review the input and processing of retroactive financial entitlements in the administrative and financial computer system, in coordination with the Information Systems Center and Human Resources Department to apply retroactive adjustments as scheduled.
• Monthly Salary Review: Review academic staff salaries monthly through the administrative and financial computer system and make necessary technical adjustments in coordination with the Information Systems Center.
• Supervise Monthly Salary Reports: Supervise the issuance of monthly payroll reports from the administrative and financial computer system, coordinating with the Information Systems Center and Human Resources Department to apply the (Run) program on schedule.
• Coordinate with Relevant Entities: Coordinate and follow up with relevant entities both inside and outside the university regarding departmental matters.
• Extract Statistics: Monitor and extract statistics from the administrative and financial computer system.
• Perform Additional Duties: Undertake additional tasks assigned by the Director of the Department that align with the department’s responsibilities.
• Issue Social Security Forms: Issue forms related to social security.
• Prepare and Program Reports: Draft required reports for the department and system and work on programming them.
• Manage Email Communication: Monitor the department’s email and correspond with job candidates and relevant parties.
• Handle Loan Requests: Follow up on social loan requests from the Kuwaiti Credit Bank.

• Correspondence with Candidates: Follow up on correspondence with candidates for faculty positions, prepare nomination letters, and manage official job offers.
• Oversee Appointment Decisions: Supervise the issuance of appointment decisions, including appointments, secondments, transfers, contract renewals, terminations, and resignations of faculty members. Enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Issue Administrative Certificates: Oversee the issuance of administrative certificates and personal identification certificates for faculty members.
• Issue Promotion Decisions: Issue faculty promotion decisions based on University Council approval, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Extract Statistics and Reports: Follow up on extracting statistics and reports related to departmental work from the administrative and financial computer system.
• Technical Adjustments in Systems: Oversee necessary technical adjustments in the administrative and financial computer system to comply with state laws and university regulations. Develop and update these systems in coordination with the Information Systems Center.
• Record Disciplinary Actions: Enter disciplinary actions issued by the Legal Affairs Department into the system.
• Respond to Faculty Inquiries: Follow up on responding to faculty inquiries regarding university regulations and rules.
• Administrative Procedures: Manage administrative procedures, including preparing all correspondence and memorandums related to the aforementioned topics.
• Social Status Declarations: Supervise the issuance of annual declarations and commitments regarding the social status of all faculty members.
• Manage Allowance Payments: Coordinate and follow up on procedures for issuing and halting social allowance payments. Enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Coordinate with Social Security: Follow up on correspondence with the Public Authority for Social Security related to the department.
• Oversee Faculty Benefits: Supervise the procedures for educating faculty members' children in foreign schools, and manage health insurance and treatment fees with the Ministry of Health for faculty members and their families.
• Prepare Faculty-Related Decisions: Oversee the preparation of decisions related to faculty members, such as name and nationality changes, enter data into the administrative and financial computer system, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Coordinate Housing Allowance: Coordinate with the Furnishing and Housing Department for the first-time housing allowance for faculty members according to applicable regulations.
• Prepare Licensing Documents: Supervise the preparation of memorandums and decisions related to licensing and renewing licenses for clinics and consulting offices.

• Supervise Appointment Decisions: Oversee the preparation of appointment decisions.
• Transfers and Promotions: Manage the transfer and promotion of personnel within the department, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Contract Renewals and Temporary Grants: Follow up on the preparation of memorandums and decisions related to contract renewals and temporary grants, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Resignations and Contract Terminations: Supervise the preparation of resignation and contract termination decisions, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Nomination Letters: Follow up on the preparation of nomination letters and official job offers.
• Other Memorandums or Decisions: Manage the preparation of other memorandums or decisions related to department personnel, such as changes in name and nationality, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Issue Administrative Certificates: Oversee the issuance of administrative certificates and personal identification certificates.
• Experience Calculations: Prepare memorandums for calculating the experience of candidates for positions within the department.
• Social Status Declarations: Oversee the issuance of social status declarations and commitments for supporting academic staff.
• Social Allowance Decisions: Follow up on procedures, correspondence, and decisions regarding the issuance and halting of social allowances for department personnel. Enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Housing Allowance: Follow up with the Furnishing and Housing Department regarding first-time housing allowances for academic staff.
• Statistics and Reports: Coordinate and follow up on extracting necessary statistics and reports related to departmental work from the administrative and financial computer system.
• Respond to Inquiries: Manage responses to inquiries from department personnel regarding university regulations and rules.
• Administrative Procedures: Oversee administrative procedures, including preparing all correspondence and memorandums related to the aforementioned topics.
• Contract Renewals and Temporary Grants: Supervise the preparation of memorandums and decisions related to contract renewals and temporary grants, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Performance Evaluations: Supervise and follow up on half-yearly and annual performance evaluations, extract evaluation reports from the administrative and financial system, and forward them to the relevant authorities.

• Scientific and Administrative Leave Coordination: Coordinate and follow up on preparing memorandums and decisions regarding scientific leaves, administrative missions, and leave as stipulated by state laws and university regulations. Enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Exit Permits for Non-Kuwiti Staff: Follow up on issuing exit permits for non-Kuwiti staff in certain categories of supporting academic staff through the administrative and financial computer system.
• Annual Leave Management: Ensure that annual leave for faculty members and certain categories of supporting academic staff in medical colleges is entered into the administrative and financial computer system, reviewed, and monitor balances. Ensure accuracy in coordination with the Financial Audit and Review Department.
• Sick Leave Procedures: Audit and review sick leave procedures of all types, enter them into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Medical Leave Communication: Follow up with the General Medical Council to approve sick leaves, medical reports, and reduced working hours.
• Work Interruptions: Enter work interruptions into the system after verification and approval by the university president.
• Overseas Medical Treatment Leave: Follow up on and enter data for medical treatment abroad and accompanying patients for treatment abroad, including issuing decisions related to these leaves.
• Summer Leave Management: Follow up on entering summer leave for faculty members and staff categories into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Summer Leave Calculations: Supervise the preparation of memorandums for calculating summer leave entitlements for staff appointed or whose services end during the academic year. Enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• Statistics and Reports: Audit and review the extraction of statistics and reports related to the department's work from the administrative and financial computer system.
• Monthly Reports: Follow up on preparing monthly reports of entries made in the administrative and financial computer system for the Financial Audit and Review Department to review and ensure accuracy.
• Faculty and Staff Inquiries: Manage responses to inquiries from faculty members and supporting academic staff regarding university regulations and rules.
• Administrative Procedures: Oversee administrative procedures and prepare all correspondence and memorandums related to the topics mentioned above.
• Internal and External Secondments: Handle administrative procedures related to internal and external secondments, prepare secondment decisions, enter data into the administrative and financial computer system, review, and ensure accuracy in coordination with the Financial Audit and Review Department.
• External Secondments: Audit and review procedures for external secondments for teaching or assisting in teaching at the university colleges. Issue secondment decisions and correspondence to the Financial Affairs Department and contact the seconded staff’s employers to request approval for the secondment.

• Travel Ticket Procedures: Supervise the accuracy of travel ticket procedures for non-Kuwiti contracted faculty or candidates for the university according to the university's regulations.
• Annual Travel Ticket Issuance: Follow up on issuing annual travel ticket vouchers to Kuwait Airways for eligible individuals from the financial and administrative computer system.
• Compensation for Shipping Expenses: Coordinate and follow up with the Financial Affairs Department to compensate supporting academic staff whose services have ended for shipping expenses upon initial arrival and final departure according to university rules.
• Residence Exemption for Travel Tickets: Follow up on preparing memorandums for exemption from the three-month continuous residence requirement in Kuwait for faculty members' children to obtain travel tickets.
• Faculty Inquiries: Manage responses to inquiries from academic staff regarding university regulations and rules.
• Administrative Procedures and Correspondence: Oversee all administrative procedures, prepare all correspondence and memorandums related to the above-mentioned topics, and handle incoming mail by recording, distributing, and archiving all correspondence for the department.
• Electronic Archiving System: Supervise the implementation of the electronic archiving system (scanning system) for all incoming and outgoing correspondence in the department.
• File Management: Audit and review files related to academic staff, archive all correspondence, data, and documents related to each file, and retrieve files upon request by department staff or external entities.
• Providing Required Information: Handle any tasks related to providing required information about academic staff.
• Visa and Residency Transactions: Enter and follow up on all transactions related to residency, entry visas, conference attendance, and visits with the Ministry of Interior, including renewing, issuing, and transferring residencies through the administrative and financial system.

Division of Responsibilities

The department handles all administrative tasks related to academic staff through two divisions:

• General Registry Division
• Information and Files Division

Responsibilities of the General Registry Division

1. Incoming Mail: Receive, archive, record, and distribute incoming mail in the electronic archiving system.
2. Correspondence Management: Archive and number all correspondence related to the department.
3. Electronic Archiving: Implement the electronic archiving system (scanning system) for all correspondence, both incoming and outgoing.
4. Fax Operations: Manage all fax-related tasks for the department.

Responsibilities of the Information and Files Division

1. File Management: Open and maintain files for academic staff, archive all correspondence, data, and documents related to each file, and retrieve files upon request by department staff or external entities.
2. Data Updating: Update and organize data related to academic staff.
3. Information Provision: Perform any tasks related to providing required information about academic staff.