Administrative Assistant

Job Purpose:
To provide high-level administrative support to the college and ensure the smooth execution of its operations. The role involves performing a wide range of office and academic support duties and coordinating college events, projects, and internal processes in alignment with institutional goals.

Key Accountabilities:
Administrative and Office Support:

1. Serve as the first point of contact for visitors and incoming calls to the college; provide accurate information or route inquiries appropriately.
2. Manage day-to-day administrative tasks, including preparing documents, creating spreadsheets and presentations, organizing files, and managing correspondence.
3. Maintain accurate departmental records, including faculty workload, meeting minutes, academic schedules, and semester calendars.
4. Process and track incoming/outgoing mail and communications using university systems and databases.
5. Schedule meetings and appointments as directed, notify participants, and coordinate logistics.

Academic and Student Support:

1. Assist faculty in academic advising and preparation of reports for students on academic probation.
2. Support the preparation of class schedules, study plans, final exam plans, faculty workload forms, and exam attendance/reports.
3. Provide accurate guidance to students on academic processes, course registration, drop/add forms, faculty office hours, incomplete exams, and general departmental policies.
4. Collaborate with the registration and admission office on student-related issues when needed.

Event and Logistics Coordination:

1. Organize college events, meetings, and academic activities, including arranging catering and venue setup in coordination with relevant departments.
2. Assist with coordinating accreditation visits, internal reviews, and related documentation.

Procurement and Inventory:

1. Gather supply requirements (IT equipment, furniture, books, newspapers, software, stationery) and assist in submitting requests to the appropriate university units.
2. Reporting and Compliance
3. Assist in preparing reports, statistics, and documentation required for academic accreditation and institutional effectiveness purposes.

Other Duties:

1. Complete additional duties assigned by the college leadership or line manager within required deadlines.

Job Specific Accountabilities:
Operational Plans:

1. Support the development and implementation of college operational and business plans that align with the university's strategic direction.

Continuous Improvement:

1. Recommend improvements to administrative processes and support implementation of best practices across the college.

Systems and Reporting:

1. Operate required hardware/software tools with proficiency.
2. Prepare timely and accurate reports to meet departmental and institutional standards.

Key Interactions:

Internal:
• 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.
• Parents and families of students.
• UAE academic institutions.

Required Qualification & Experience:

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a relevant discipline.
• 2–4 years of experience in a similar administrative role in the UAE, preferably within higher education institutions.
• UAE Nationals will be given priority.

Required Skills:

• Strong written and verbal communication skills in both Arabic and English.
• Excellent interpersonal and customer service skills.
• Proficiency in Microsoft Office applications (Word, Excel, Teams).
• Strong organizational and time management abilities.
• Ability to manage multiple priorities with attention to detail and deadlines.
• Discretion in handling confidential matters.
• Effective follow-up and project coordination skills.
• Professionalism, integrity, and a proactive, team-oriented attitude.