Administrative Coordinator (Temporary)

POSITION: Administrative Coordinator- Temporary (1-2 months)

OFFICE/COLLEGE: Deanship 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 Coordinator; oversees, coordinates and performs a wide range of support activities, secretarial services, and confidential assignments for the Deanship of Student Services (DSS). She is required to be detail-oriented, accountable, and able to work independently with limited guidance from the direct manager. She 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.
• Provides administrative support for the Office, such as screening and handling telephone and email communications.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, and agendas.
• Takes minutes of meetings, and provides administrative support and follow-up on matters and actions arising from the meetings.
• Drafts and prepares written documents, policies and procedures, reports and correspondences for the office; screens and evaluates incoming inquiries and complaints and makes sure they are handled on time.
• Gathers, enters and updates data to maintain updated records and databases, as appropriate; establishes and maintains files and records for the Office.
• Keeps the petty cash of the office, coordinates and oversees the day-to-day management of supplies and equipment for the Office.
• Assists in the tasks related to committees that fall under the Deanship of Student Services, in terms of follow-up on actions and progress reports.
• Coordinates with different offices and colleges on different requests and 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 assigned by the Dean of Student Services

QUALIFICATIONS:

• A bachelor’s degree in Business Administration or any other relevant field.
• A minimum of 3 years of experience related to the duties and responsibilities specified.
• Experience working within the academic environment is a plus.
• Excellent Arabic and English verbal and written communication skills.
• Proficiency in MS Office applications.
• Holding a Dependent Visa/ Golden Visa/ Own Visa with No Objection Letter
• Can join immediately

KNOWLEDGE & SKILLS:

• Records 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 in both languages.
• Good skills in 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.
• High level of multi-tasking and time management capability is preferable.

WORKING CONDITIONS:

• 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.