Administrative Assistant VCAA

Job Purpose:
To provide high-level administrative support to the Office of the Vice Chancellor for Academic Affairs (VCAA), ensure smooth daily operations, coordinate office functions, and assist with special projects such as academic events, recruitment, and reporting for accreditation purposes.

Key Accountabilities:
Administrative and Office Support:

1. Serve as the first point of contact for visitors and callers to the VCAA office.
2. Perform general office duties including managing calls, welcoming guests, preparing documents and spreadsheets, and maintaining electronic and physical filing systems.
3. Schedule and coordinate meetings, appointments, and events on behalf of the VCAA.
4. Maintain accurate records including meeting minutes, faculty workloads, and semester schedules.
5. Process incoming and outgoing correspondence, ensuring proper tracking and distribution.

Recruitment and HR Support:

1. Screen submitted CVs and supporting documents to shortlist candidates meeting UoDH’s requirements.
2. Conduct preliminary phone screenings and provide detailed interview notes and recommendations.
3. Coordinate the interview process in collaboration with the Central Recruitment Committee, ensuring candidates are informed and prepared.
4. Maintain ongoing communication with job applicants regarding the status of their applications.

Procurement and Supplies:

1. Compile supply requests for the department and assist in preparing stationary requisitions from university stores.

Reporting and Accreditation:

1. Assist in compiling reports and documentation required for academic accreditation and strategic reviews.

Other Duties:

1. Perform additional tasks as assigned by the VCAA or line manager in a timely and professional manner.

Job Specific Accountabilities:

Operational Contribution:
• Support the development and execution of the department's operational plans in alignment with institutional goals.
• Contribute to continuous improvement initiatives by suggesting enhancements to administrative processes and procedures.
• Accurately follow institutional procedures, workflows, and documentation standards.

System and Reporting Responsibilities:
• Utilize relevant systems and software tools efficiently (e.g., Microsoft Office, Teams).
• Prepare accurate and timely reports that support decision-making within the VCAA Office.

Key Interactions:

Internal:
• Students
• Deans, Heads of Departments
• Academic and administrative staff
• Registration and Admission Office
• Executive departments (HR, PR, IT, Finance, Facilities)
• Other colleges and support units

External:
• Government organizations and ministries
• Job applicants and candidates
• Parents and families of students
• UAE academic institutions

Required Qualification & Experience:

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• 2–4 years of relevant experience in a similar role, preferably in higher education.
• Professional HR certification (CIPD, SHRM, or equivalent) is an asset.
• Priority given to UAE Nationals.

Required Skills:

• Strong verbal and written communication skills in Arabic and English.
• Excellent interpersonal and customer service abilities.
• Proficient in Microsoft Office applications (Word, Excel, Teams).
• Strong organizational and time management skills with the ability to multitask and prioritize.
• Knowledge of recruitment platforms, CV databases, and social media tools.
• Discretion in handling confidential matters.
• Proactive and detail-oriented with strong follow-up capabilities.
• Collaborative team player with high professional integrity and commitment to institutional values.