Job Description

CATEGORY

Non Faculty Vacancies

COLLEGE

Departments

DEPARTMENT

Academic Emiratization Office

JOB PURPOSE

As the Administrative Officer and a member of the

Academic Emiratization Department

team, you are expected to provide administrative support services for the Line Manager (Department Chair and Faculty Members) at the designated academic department and ensure smooth communication and coordination between the department and the concerned internal and external parties as per the approved college administration policies and procedures

MAIN ACCOUNTABILITIES & EXPECTATIONS

1. Provide professional and welcoming reception services to visitors, ensuring their inquiries are promptly addressed and they are directed to the appropriate personnel. Project a positive and professional image of the department.

2. Efficiently manage incoming phone calls, accurately screening and directing calls, taking concise and accurate messages, and promptly communicating them to the Line Manager. Resolve routine inquiries independently whenever possible.

3. Review and sort incoming correspondence, summarizing key information and prioritizing urgent matters for the Line Manager's attention. Proactively identify and address routine inquiries and correspondence, requiring minimal supervision.

4. Prepare and distribute high-quality, error-free internal communications, including memos, announcements, emails, and reports, ensuring timely and accurate distribution of information. May independently draft routine correspondence and documents when assigned by the Line Manager.

5. Manage and organize the line manager's calendar, arrange and schedule meetings with external or internal visitors/committees, ensure that any required materials and documents are available before the meeting, as well as notify attendees and coordinate with them regarding any changes that may occur.

6. Keep the relevant internal and external stakeholders constantly updated and informed regarding internal decisions using suitable communication channels.

7. Attend college/department and other relevant meetings, prepare the Minutes of Meetings (MOM), and distribute meeting minutes, ensuring clear and concise documentation of key decisions and action items.

8. Gather, analyze, and summarize relevant information and issues for the Line Manager's consideration. Communicate decisions and outcomes to stakeholders clearly and effectively, and proactively follow up to ensure timely resolution and progress.

9. Provide comprehensive administrative support to the Line Manager, including but not limited to document preparation, formatting, and distribution; and managing office equipment and supplies.

10. Manage and organize an efficient filing system (Archiving) in order to maintain relevant, important, and confidential documents and correspondence for future reference. As well as ensure that unnecessary or outdated documents are removed/destroyed appropriately when needed. 11. Maintain accurate and up-to-date records of departmental activities, including correspondence, meeting minutes, faculty workloads, and academic schedules, ensuring easy access and retrieval of information.

12. Assist in the development, review, and submission of administrative requests, including but not limited to leave schedules, return from leave requests, and faculty workload forms. Coordinate with the Operations Manager/concerned person(s) to complete any related documents and follow up on approvals.

13. Cooperate with the Operations Manager/concerned person(s) to compile and submit the required information/documents related to strategy, accreditation, annual budget, and HR.

14. Liaise with the line manager to identify the department's needs in relation to furniture, stationary, and IT systems and tools and coordinate with the Operations Manager/concerned person(s) to ensure the department's requirements are submitted and fulfilled.

15. Assist in the planning and coordination of college/department events, including media coverage, venue bookings, hosting/hospitality, and website updates. Coordinate with the Operations Manager/concerned person(s) to ensure the required services are provided.

16. Coordinate with external visitors and guest speakers to fill out the required participation and security clearance forms and submit them to the Operations Manager/concerned person(s) for processing.

17. Play an active role in supporting the planning and execution of college/department events and activities, contributing to their success and ensuring a positive experience for all participants.

18. Coordinate with the Operations Manager/concerned person(s) to fulfill any transportation requirements and/or travel arrangements for the Line Manager, faculty, staff members, and students.

19. Maintain adequate levels of office supplies, equipment, stationery, and beverages. Anticipate and proactively address any shortages and ensure efficient procurement and inventory management.

20. Prepare and fill out the required requests related to various department requirements, such as furniture, stationary, IT tools, and maintenance. Submit all requests to the Operations Manager/concerned person(s) and follow up with them to ensure all requests are fulfilled as expected.

21. Serve as a key point of contact with the Operations Manager/concerned person(s), effectively communicating college/department needs and service requests, and providing valuable feedback on the quality and efficiency of operational services.

22. Provide guidance and support to new administrative staff members, including on-the-job training, mentoring, and assisting with their onboarding process. Ensure new hires are effectively integrated into the team and have the necessary resources and support to succeed.

23. Assist the line manager in compiling and preparing various presentations, reports, analyses, and statistics.

24. Complete any other job-related tasks as assigned by the line manager in the concerned college/department within the expected time limit

REQUIRED SKILLS

Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English. Excellent working knowledge of personal computer applications with an emphasis on MS Office applications such as Excel, Word, and Teams. Advanced ability to use calendar software effectively. Advanced ability to manage time effectively to meet deadlines. Excellent organizational skills and a high level of coordination. Excellent ability to actively listen and understand the needs and instructions of the line manager. A keen eye for detail to ensure accuracy and completeness of assigned tasks. Ability to handle sensitive information with discretion. Ability to work effectively within a team environment.

DESIRABLE REQUIREMENTS

Minimum of a bachelor's degree in Business Administration, Office Management, or similar discipline. 2-4 years of UAE experience in a similar role, preferably in higher education institutions.

UAE Nationals only.

JOB LOCATION

University of Sharjah (Main)

JOB CRITERIA

GENDER

, Male, Female,

QUALIFICATIONS

Bachelor's degree/higher diploma

RELEVANT EXPERIENCE

2

LIVING IN UAE

Open for all

NATIONALITY

, All,