Administrative Coordinator ( UAE National)

Job Title: Administrative Coordinator (UAE Nationals only)
College/Office: Office of International Academic Affairs

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:
The Administrative Coordinator will provide administrative support to the Office Head and assist in the smooth running of the office. This role requires excellent organizational and communication skills, a high level of attention to detail, and the ability to multitask.

ESSENTIAL DUTIES & RESPONSIBILITIES:
• Handle enquiries and applications from students, visitors, faculty and parents from outside the UAE and abroad including visa procedures.
• Deal with enquiries from university staff regarding international students.
• Process applications from potential students and exchange students.
• Organize orientation days for new international students.
• Facilitate the arrival of international students and faculty, and provide support during their stay.
• Coordinate events for international students.
• Support international students during their stay at AU.
• Coordinating exchange programs with countries across the world.
• Answer and direct phone calls, emails, and other correspondence as necessary.
• Greet and assist visitors to the office.
• Schedule and coordinate meetings, appointments, and travel arrangements
• Maintain the Director's calendar and schedule.
• Prepare reports, presentations, and other documents as necessary.
• Conduct research as needed.
• Maintain and update files and databases.
• Process and track invoices, expenses, and other financial records
• Assist with the organization and coordination of events.
• Provide general administrative support to other members of the team as necessary.
• Assist in preparing plans, organizing workshops, trainings, trips, etc.
• Follow-up with different offices on requests like purchase, media, etc.
• Update the content of the international office webpage
• Assist in recording and archiving agreements.
• Offer guidance and assistance to faculty members regarding the international programs and during events organized by the international office.

QUALIFICATIONS & EXPERIENCE:
• Bachelor’s degree in business administration or related field.
• 1-3 years of experience in an administrative role.

KNOWLEDGE & SKILLS:
• Excellent organizational and time management skills.
• Exceptional communication and interpersonal skills.
• Proficiency in Microsoft Office and other office software
• Ability to work independently and as part of a team.
• High level of attention to detail.
• Ability to multitask and prioritize tasks effectively.
• Reliability and willingness to work occasional evenings and weekends.
• Flexibility to work outside strict working hours.

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.

SUPERVISION:
Reports to: Director, Office of International Academic Affairs
Subordinates: N/A