Administrative Officer - UAE Nationals Only

Ajman University · United Arab Emirates

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SUMMARY OF FUNCTIONS: 

Coordinates oversees, and/or performs various support activities, secretarial services, and confidential assignments for the Office of the Chancellor.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides support to all stakeholders, including faculty, staff, students, and others, by screening and handling telephone communications, greeting and directing visitors, and addressing administrative issues and inquiries.
• Organizes and facilitates meetings and special events, scheduling and coordinating dates, times, venues, attendance, agendas, and facilities. Takes minutes and provides administrative support and follow-up on matters arising from meetings.
• Composes and prepares documents and correspondence for the office; handles incoming and outgoing correspondence and prepares responses as appropriate.
• Drafts, prepares, and edits presentations as requested. 
• Translates documents from Arabic to English and vice versa. 
• Handles the travel arrangements for the office. 
• Gathers, enters, and updates data to maintain the office’s records and databases, as appropriate; establishes and maintains the filing system/archive of the office.
• Guides and oversees the work of newly appointed junior staff and/or trainee students when engaged in related support activities.
• Orders, replenishes, and maintains office supplies and equipment.  
• Enhances professional growth and development through participation in educational programs, in-service meetings, and workshops.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in business administration or a related field.
• 3- 5 years of experience directly related to the duties and responsibilities specified.

KNOWLEDGE & SKILLS:

• Strong organizational skills and the ability to prioritize workflow.
• Strong interpersonal and communication skills and the ability to work effectively with staff from a diverse community.
• Ability to create, compose, and edit correspondence, presentations, and other written materials.
• Ability to coordinate and organize meetings and/or special events.
• Excellent customer service skills.
• Database management skills.
• Knowledge of planning and scheduling techniques.
• Ability to provide leadership and guidance to administrative support staff and/or students.
• Fluency in English and Arabic.

SUPERVISION: 

Reports to:  Director, Office of the Chancellor 

Subordinates: N/A

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