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Administrative Officer (UAE Nationals)

Date: Jun 13, 2022

Location: Administrative Job

Company: Ajman University

Job Title:                                Administrative Officer                    

Department/ College:          Office of Registration                                 

 

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.

 

JOB SUMMARY:

Ajman University (AU) seeks to appoint an Administrative Officer to coordinate, oversee and/or perform a wide variety of support activities, secretarial services, and confidential assignments for the Office of  Registration. The Administrative Officer should be detail-oriented, accountable, and able to work independently with limited guidance from the AU Registrar. S/he should also be able to multi-task and prioritize different assignments and requirements based on urgency.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provides administrative support for the Office, such as screening and handling telephone communications.
  • Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas and facilities; takes minutes of meetings and provides administrative support and follow-up on matters arising from meetings.
  • Drafts and prepares written documents and correspondences for the Office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
  • Assists in the scheduling and coordination of the Registrar's appointments, emails and travel arrangements.
  • Manages the daily/weekly/ monthly events and activities agenda, arranges appointments and prepares related reports.
  • Gathers, enters and/ or updates data to maintain updated records and databases as appropriate; establishes and maintains files and records for the Office.
  • Guides and oversees the work of newly appointed staff when engaged in related support activities.
  • Coordinates and oversees the day-to-day management of supplies and equipment for the Office.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings and workshops.
  • Coordinates with internal units as well as respective governmental departments.
  • Reply to the verifications of the data received by the university from our external Stakeholders
  • Coordinates with different offices and colleges on students' requests and inquiries.
  • Performs miscellaneous job-related duties as assigned by the direct manager.

 

QUALIFICATIONS & EXPERIENCE:

  • A bachelor's degree in IT,  Business Administration or any other relevant field.
  • A minimum of 4 years of experience related to the duties and responsibilities specified.
  • Experience working within an academic environment is a plus.
  • Excellent Arabic and English verbal and written communication skills.

 

KNOWLEDGE & SKILLS:

  • Record maintenance skills.
  • Strong interpersonal and communication skills and the ability to work effectively with staff from diverse communities.
  • Ability to create, compose and edit correspondence and other written materials.
  • Good skills in organizing resources and establishing priorities.
  • Word processing and or data entry skills.
  • Ability to coordinate and organize meetings and or special events.
  • Database management skills.
  • Integrity and professionalism.
  • Knowledge of planning and scheduling techniques.
  • Familiarity with office organization and optimization techniques.
  • High level of multi-tasking and time management capability is preferable.
  • Proficiency in MS Office.

 

WORKING CONDITIONS:

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