Temporary Administrative Assistant (Graduates of Ajman University)

Job Title: Administrative Assistant (Temporary- Only for Graduates of Ajman University)
College/Office: Deanship of Research and Graduate Studies and Research (DRG)

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 Assistant is responsible for providing assistance to the Dean of Research and Graduate Studies.

ESSENTIAL DUTIES & RESPONSIBILITIES:
-Schedule Deanship of Research and Graduate Studies meetings and other events, draft announcements, record and maintain minutes of meetings and coordinate meeting/event locations, catering, AV, etc., as required.
-Ensure the meticulous and precise completion, archival, and maintenance of all paperwork and maintaining an accurate and comprehensive record of all relevant documentation (digital as well as on paper, as necessary). 
-Assist in coordinating and communicating with various stakeholders (academic colleges, research centers, adjunct research associates/professors, graduate students etc.), and ensuring compliance with all AU and DRG policies and procedures in all operations.
-Assist the Dean of Research and Graduate Studies in conducting reviews of AU-funded research grant proposals, and process project review reports and payments of external reviewers.
-Provide assistance to other tasks related to the Deanship of Research and Graduate Studies, as requested by the Dean of Research and Graduate Studies e.g. process publication charges payments, process Hourly Paid Research Assistants (HPRA) hiring/payments, processing and maintaining a record of all conference participation applications, maintaining attendance of sponsored graduate assistants and coordinating with the other relevant offices in the university, organizing AU students’ research day etc.
-Provide office support including screening and handling telephone communications, greeting and directing visitors, and dealing with administrative issues and inquiries as they arise. 

QUALIFICATIONS & EXPERIENCE:
-Bachelor’s degree in Computer Science, Information Technology, AI, Engineering, Business Administration, or a related discipline.
-1-3 years of experience in an administrative support role, ideally in an academic setting.

KNOWLEDGE & SKILLS:
-Excellent interpersonal and communication skills, with the ability to effectively correspond and interact with faculty, academic colleges, and other offices within Ajman University.
-Excellent written communication skills in English and preferably in Arabic, with the ability to craft professional and concise emails and other documents.
-Strong time-management skills and the ability to proactively prioritize and manage competing tasks and deadlines.
-Proficiency in computer skills, including a strong working knowledge of Microsoft Office suite and the ability to learn new software quickly.
-Must possess exceptional record-keeping skills and a dedication to maintaining the highest standards of accuracy and organization.
-Ability to work effectively and collaboratively in a team environment, while also able to work independently and take initiative.
-Strong planning and organizational capabilities, with the ability to anticipate needs and execute plans effectively.
-Ability to adapt to changing priorities, effectively managing workload and deadlines in a change while maintaining a high standard of quality in all work products.
-Exceptional problem-solving skills, with the ability to identify issues and develop creative solutions to overcome challenges.
-Strong analytical skills, with the ability to analyze data and develop insights to support decision-making processes.
-Ability to manage multiple responsibilities and successfully completing projects in an academic or research setting.

WORKING CONDITIONS:
-Work is normally performed in a typical interior/office work environment.
-No or very limited physical effort is required.
-No or very limited exposure to physical risk.
-The position may entail work after duty hours, on weekends, holidays and in emergency (i.e. may be subject to “on-call” responsibilities).

SUPERVISION:
Reports to: Dean of Research and Graduate Studies
Subordinates: N/A