The administrative structure

Administrative Structure and Functions of Administrative Units

The administrative organizational structure of the College of Pharmacy is divided according to the tasks of each department and unit within the college.

Dean of the College
Responsibilities of the Dean: This position is responsible for the leadership activity in managing the college, overseeing the development of various plans, and supervising their implementation.

Council Secretariat Unit
Responsibilities of the Unit: Organizing the affairs of the college council sessions, implementing and following up on council decisions, preparing agendas, drafting minutes, and executing the items within its authority.

Dean’s Secretariat Unit
Responsibilities of the Unit: Coordinating appointments and meetings, ensuring phone communications, preparing mail for the dean, marking incoming mail to the university, and issuing letters and orders from the university.

Dean’s Office
Responsibilities of the Unit: Organizing, coordinating, and drafting letters and correspondence, preparing mail for the dean, marking incoming mail to the college, and issuing letters and orders from the college.

Citizen Affairs Unit
Responsibilities of the Unit: Receiving direct requests from citizens and handling their complaints through a dedicated electronic platform.

Pharmaceutical Consultancy Office Unit
This unit reviews and manages the pharmaceutical treatment system for patients, ensuring that their medications are suitable, effective, as safe as possible, and used correctly. It must identify any medication-related issues that could interfere with treatment goals and resolve and prevent them.

Scientific Promotions Unit
Responsibilities of the Unit: Organizing the affairs of scientific promotions for faculty members in the college, implementing and following up on related decisions, preparing agendas, drafting minutes for the scientific promotions committee, and executing the items within its authority.

Legal Unit
Responsibilities of the Unit: Providing legal consultations, representing the college in lawsuits filed against it or by it, participating in investigative committees, and ensuring the application of laws and decisions related to the legal organization of all college matters.

Public Relations and Media Unit
Job Responsibilities of the Unit: Covering university activities in the media, organizing various meetings, managing the college’s website, receiving and sending correspondence through the network, and communicating with all institutions via email.

Information Technology Unit
The responsibilities of the Information Technology Unit focus on enabling academic departments and various units within the college to utilize modern technology and educational and academic programs, benefiting all stakeholders including students, faculty, and staff.

Higher Education Fund Unit
Job Responsibilities of the Unit: Receiving college revenues and disbursing them according to specific categories.

Government Contracts Unit
Job Responsibilities of the Unit: Preparing and organizing contracts and orders related to public tenders, conditions for participating in rental sites, advertising them, including the criteria for evaluating tender participants, forming and issuing committees for valuation and reassessment, and ensuring the accuracy of all documents submitted by candidates.

University Sports and Art Education Unit
Job Responsibilities of the Unit: Organizing sports, artistic, and voluntary activities through annual centralized sports and arts programs, aiming to advance university sports and enhance the psychological and cultural development of students, considering it an integral part of youth education.

Monitoring and Auditing Division
Job Responsibilities of the Division: Auditing the college’s financial transactions in accordance with applicable laws and regulations, conducting audits of expenditures and accounts, and administrative auditing of issued orders.

Administrative Audit Unit Responsibilities: Participating in all relevant committees and auditing all issued orders for validity.
Financial Audit Division Responsibilities: Auditing payroll lists, closing accounts, and all other financial statements and expenditure documents.

Quality Assurance and University Performance Division
Job Responsibilities of the Division: Disseminating files related to performance evaluation received from the Presidency of Baghdad University, including the evaluation file for the college’s performance, evaluation files for senior university leadership, faculty members’ performance, employee performance, higher education output evaluation, and any future evaluative files. Promoting the culture of quality and performance evaluation within the college and its role in serving individuals and society while ensuring access to accurate information.

Quality Assurance Unit: Focuses on monitoring the implementation of standards prepared by the ministry and international standards in the college.
Performance Evaluation Unit: Focuses on following up on the performance evaluation file within the college.
Laboratory Accreditation Unit: Monitors the application of approved standard specifications in the college’s laboratories, as well as the coding of equipment.

Assistant Dean for Academic Affairs and Students

Job Responsibilities: Develop plans related to academic affairs and graduate studies in coordination with scientific departments, overseeing their implementation according to the laws governing higher education and internal regulations. Oversee undergraduate student affairs from admission to graduation, preparing them for the job market, monitoring the approval of the undergraduate admission plan, supervising its implementation, and addressing the educational and social aspects of students according to the laws and regulations governing higher education.

Secretary Unit of the Assistant Dean

Job Responsibilities: Organize and coordinate documents upon receipt, prepare necessary materials, draft responses for the Assistant Dean for Academic Affairs and Students, and organize appointment schedules.

Qualification and Employment Unit

Job Responsibilities: Prepare and implement workshops and seminars for students to introduce and prepare them for the job market.

Guidance and Educational Guidance Unit

Job Responsibilities: Provide a suitable educational and social environment for students, offering guidance especially to those facing difficulties and those with low academic performance.

Undergraduate Student Affairs Division

Job Responsibilities: Register accepted undergraduate students in the college, monitor their academic affairs, and ensure their graduation according to the applicable laws and regulations.

Admission and Registration Unit: Concerned with registering students admitted to undergraduate studies and their academic journey.
Document and Record Verification Unit: Responsible for verifying all academic documents for admitted students and ensuring their accuracy.
Document Issuance and Verification Unit: Issues and certifies all academic documents for students from the college.
File and Electronic Documentation Unit: Responsible for documenting academic files in both paper and electronic formats.

Continuing Education Unit

Job Responsibilities: Develop a training and qualification plan for various specialties in the annual training programs for college staff and submit it to the university, taking necessary actions for its implementation.

Scholarships and Cultural Relations Unit

Job Responsibilities: Strengthen scientific and cultural relations between the college and university by processing applications for delegations, loans, scientific leave, study permits abroad, fellowships, scholarships, and conferences outside the country, as well as hosting Arab and foreign professors to support scientific advancement.

Scientific Affairs Unit

Job Responsibilities: Review requests for establishing scientific departments, monitor the approval of curricula according to regulations, verify applications for experienced faculty members, grant study leave permits, and oversee the implementation of pioneering projects and the organization of scientific seminars and conferences in the college.

Storage Unit

Job Responsibilities: Prepare and equip scientific laboratories with chemical materials and laboratory supplies, and furnish classrooms with appropriate presentation devices.

Scientific Journal and Support Unit

Job Responsibilities: Publish scientific research related to faculty members in the college.

Library Division

Job Responsibilities: Provide information resources in various forms, types, and subjects according to recognized standards and specifications to meet the needs of beneficiaries.

Graduate Student Affairs Division

Job Responsibilities: Prepare a plan for admitting graduate students in coordination with the scientific departments in the college and submit it to the university, organize student affairs, monitor their academic journey, and complete their graduation processes according to applicable regulations and laws, while communicating with relevant parties.

Assistant Dean for Administrative Affairs

Job Responsibilities of the Assistant Dean for Administrative Affairs: Develop plans for administrative affairs and oversee their implementation by the relevant administrative divisions and units in accordance with the laws of higher education, internal regulations, and other applicable laws and regulations, and within the powers granted to them.

Secretariat Unit
Job Responsibilities of the Unit: Organize and coordinate documents upon receipt, prepare necessary documents, draft responses for the Assistant Dean for Administrative Affairs, and schedule meetings.

Engineering Unit
Job Responsibilities of the Unit: Provide various engineering services related to the construction, maintenance, and restoration of the college’s buildings and facilities.

Campus Monitoring Division
Job Responsibilities of the Division: Organize and monitor the shifts and guards for the college’s protection, oversee visitor affairs, issue vehicle passes, and authorize access to the college.

Studies and Planning Division

Job Responsibilities of the Division: Prepare the college’s organizational structure, organize the scientific, technical, and administrative staff, prepare statistical reports, and follow up on the implementation of the annual scientific plan.

Responsibilities of the Planning and Follow-up Unit: Prepare plans and components of the organizational structure, establish departments, divisions, units, and laboratories, change affiliations, prepare specific orders, and unify training plans.
Responsibilities of the Statistics Unit: Prepare university statistics, operational reports, annual statistics reports, and any other statistics related to the division’s work.
Responsibilities of the Database Unit: Prepare comprehensive electronic data and follow up on quarterly activity reports.
Responsibilities of the Studies, Development, and Training Unit: Prepare training and development plans for all college staff, including faculty, technicians, and administrators, send them to the university, and follow up on their implementation.

Financial Division
Job Responsibilities of the Division: Plan and organize all financial and accounting matters, allocate approved funds, prepare a unified trial balance, finalize accounts and estimated budgets, distribute them after approval, monitor allocations, prepare proposals for annual plan projects, supply the college with all necessities, ensure storage of materials, collect state revenues, and settle advances according to applicable regulations and laws.

Responsibilities of the Budget Unit: Develop the financial budget plan, allocate funding according to entitlements and all classifications, monitor expenditures, and issue a unified budget for the college.
Responsibilities of the Payroll Unit: Prepare and distribute payroll lists and other expenditure lists.
Responsibilities of the Records and Accounts Unit: Classify all revenues and expenditures in designated records according to the budget classifications.
Responsibilities of the Fund Secretariat Unit: Organize cash transactions between the college and the bank according to designated receipts and records.
Responsibilities of the Supplies Unit: Receive, store, and distribute materials to beneficiaries, and prepare annual inventory tables for all properties and equipment in the college.

Human Resources Division
Job Responsibilities of the Division: Organize and plan human resources affairs in the college, implement the Civil Service Law, University Service Law, Higher Education Law, their amendments, and any other relevant laws for faculty, technicians, and administrators.

Job Responsibilities of the Personnel Unit: It is concerned with the procedures for personnel, promotions, allowances, adding service time, and issuing various orders related to the disbursement of allocations and allowances, appointments, transfers, recommendations, confirming the continuation of service and leaves, and issuing administrative orders related to human resources after obtaining the university’s approval, as well as orders for assignments related to medical training, periodic residency, journalists’ services, and legal services.
Retirement Unit: Handle retirement procedures for faculty, technicians, and administrators, service extensions, age confirmations, and all retirement transaction procedures, settle accumulated leaves, and manage issues related to accountability and justice.
Responsibilities of the Files and Electronic Archiving Unit: Preserve documents and administrative orders related to the college staff, including faculty, technicians, and administrators, and archive them electronically.
Responsibilities of the Incoming and Outgoing Unit: Assign numbers and dates to documents issued by the college, register and send them to the relevant authorities, record incoming documents, and assign numbers and dates, delivering them to the appropriate parties in the college.
Responsibilities of the Electronic Fingerprint and ID Unit: Monitor the electronic fingerprint system for college staff and process applications for issuing and renewing staff IDs.

Services Department

Job Responsibilities of the Services Department: Provide appropriate environmental services at the university, focusing on the maintenance of buildings, devices, and equipment, as well as organizing and monitoring communication systems and transportation management within the college.

Mechanics Unit: Responsible for managing transportation within the college.
Agricultural Unit: Responsible for the college gardens.
Maintenance Unit: Handles maintenance tasks for buildings, devices, equipment, and machinery.
Switchboard Unit: Ensures internal communication among college staff and external communication with relevant entities.
Cleaning Unit: Responsible for the cleanliness of the college.

Administrative Structure and Functions of Administrative Units

Dean of the College Responsibilities of the Dean: This position is responsible for the leadership activity in managing the college, overseeing the development of various plans, and supervising their implementation.

Council Secretariat Unit Responsibilities of the Unit: Organizing the affairs of the college council sessions, implementing and following up on council decisions, preparing agendas, drafting minutes, and executing the items within its authority.

Dean’s Secretariat Unit Responsibilities of the Unit: Coordinating appointments and meetings, ensuring phone communications, preparing mail for the dean, marking incoming mail to the university, and issuing letters and orders from the university.

Dean’s Office Responsibilities of the Unit: Organizing, coordinating, and drafting letters and correspondence, preparing mail for the dean, marking incoming mail to the college, and issuing letters and orders from the college.

Citizen Affairs Unit Responsibilities of the Unit: Receiving direct requests from citizens and handling their complaints through a dedicated electronic platform.

Legal Unit Responsibilities of the Unit: Providing legal consultations, representing the college in lawsuits filed against it or by it, participating in investigative committees, and ensuring the application of laws and decisions related to the legal organization of all college matters.

Public Relations and Media Unit Job Responsibilities of the Unit: Covering university activities in the media, organizing various meetings, managing the college’s website, receiving and sending correspondence through the network, and communicating with all institutions via email.

Information Technology Unit The responsibilities of the Information Technology Unit focus on enabling academic departments and various units within the college to utilize modern technology and educational and academic programs, benefiting all stakeholders including students, faculty, and staff.

Higher Education Fund Unit Job Responsibilities of the Unit: Receiving college revenues and disbursing them according to specific categories.

Monitoring and Auditing Division Job Responsibilities of the Division: Auditing the college’s financial transactions in accordance with applicable laws and regulations, conducting audits of expenditures and accounts, and administrative auditing of issued orders.