Administrative Officer (UAE Nationals)

Job Description

Job Title: Administrative Officer(UAE National) Office: Deanship of Student ServicesReporting to: Dean of Student Services The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.SUMMARY OF FUNCTIONS:An Administrative Officer coordinates, oversees and performs a wide range of support activities, secretarial services, and confidential assignments for the Deanship of Student Services (DSS). S/he is required to be detail-oriented, accountable, and able to work independently with limited guidance from the direct manager. S/he should also be able to multi-task and prioritize different assignments and requirements based on urgency.ESSENTIAL DUTIES & RESPONSIBILITIES:

• Serves as the primary point of contact of the Dean of Student Services with other offices, senior management, directors, faculty members, and students; by responding to inquiries and satisfying all their needs.
• Providesadministrativesupportfor theOffice,such asscreeningand handling telephone and email communications.
• Organizes and facilitates meetings and special events; schedules andcoordinates dates and times, venues, attendance, and agendas.
• Takesminutesof meetings, and provides administrative support and follow-up on matters and actions arisingfrom the meetings.
• Draftsand prepares writtendocuments, policies and procedures,reportsand correspondencesfor the office; screens and evaluates incominginquiries andcomplaintsandmakes suretheyare handled on time.
• Gathers, enters and updates data to maintainupdatedrecords anddatabases, as appropriate; establishes and maintains files and records for theOffice.
• Keeps the petty cash of the office, coordinates and oversees the day-to-day management of supplies andequipment for theOffice.
• Assistsin thetasks related to committees that fall under the Deanship of Student Services, in terms of follow-up on actions and progress reports.
• Coordinates with differentofficesand colleges on differentrequestsand inquiries.
• Works closely with the DSS offices and other internal and external stakeholders.
• Maintains proper and updated documentation and records for DSS.
• Maintains regular contact with AU?s internal and external parties by communicating the Dean?s instructions, requirements, decisions, and briefing her on important issues of interest and feedback.
• Manages the Dean?s agenda by prioritizing appointments, scheduling meetings and events.
• Supervises all clerical duties of the Office by maintaining organized and easily accessible digital and paper-based resources, retrieving important files, ensuring an accurate and timely flow of documents, reviewing and arranging which need the Dean?s signature.
• Manages the office?s budget and spending requirements, and follows up on necessary financial transactions of the Office.
• Receives guests, schedules appointments, and provides all necessary administrative support activities related to the office.
• Prepares reports and presentations as needed.
• Performs miscellaneous job-related duties as assignedby the Dean of Student Services

• A bachelors degree in Business Administrationor any other relevant field.
• A minimum of3years of experience related to the duties and responsibilities specified.
• Experience workingwithin the academic environment is a plus.

• Records maintenance skills.
• Strong interpersonal and communication skills and the ability to workeffectively with staff from diverse communities.
• Ability to create, compose, and edit correspondence and other writtenmaterials in both languages.
• Good skillsin organizing resources and establishing priorities.
• Ability to coordinate and organize meetings and special events.
• Integrity and professionalism.
• Knowledge of planning and scheduling techniques.
• Familiarity with office organization and optimization techniques.
• Highlevelof multi-tasking and time management capabilityis preferable.
• Excellent Arabic and Englishverbaland writtencommunicationskills.
• Proficiency in MS Office applications.

• Work is normally performed in a typical interior & exterior work environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.

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