The School of Business Administration is seeking a highly organized and proactive Administrative Assistant to effectively support the Head of Department (HOD) and contribute to the smooth operation of our academic department daily. The successful candidate will play a crucial role in assisting with course scheduling, managing departmental records, advising students, coordinating faculty support, and contributing to various special projects.

Job Responsibilities * Academic Support to the Department Head:

• Collaborate with the Department Head on academic support activities, including course offerings, scheduling and preparation of files for annual faculty evaluations.
• Assist the Department Head with special projects related to accreditation, assessment and strategic planning.
• Support the Hod with meetings organization and day-to-day activities.
• Faculty Support:

• Assist faculty with class preparation, book orders, photocopying exams timetables and preparation of expense reports.
• Proctor exams, if required, and provide any other necessary assistance.
• Assist new faculty and lab assistants with office space arrangements, equipment setup, network access and supplies.
• Assist faculty in course files\' submission.
• Undergraduate Students Support:

• Advise and assist students with registration issues, change of major requests, withdrawals and petitions.
• Maintain student audits and assign academic advisors.
• Master Students Support:

• Attend to inquiries related to the MSF program and follow up.
• Assist the HOD in application review and follow up with applicants for additional information, if necessary.

• Communicate with new students regarding admission conditions and assist them with registration for appropriate courses.
• Manage the GRA database, and GRA contracts, and communicate with faculty members for GRA assignments.
• Maintain student audits and advise and assist students on course planning to ensure timely graduation.
• PhD Students Support:

• Keep records of all current PhD students.
• Maintain database related to PhD students.
• Assist PhD students with registration for appropriate courses.
• Manage the GRA database, and GRA contracts, and communicate with faculty members for GRA assignments.
• Maintain student audits and advise and assist students on course planning to ensure timely graduation.
• Contact the new applicants/candidates for the Ph.D. program.
• Student Organization (SO):

• Coordinate with SO and assist them in the events.
• Assist SO with their reimbursements and follow up on any delays.
• Assist SO in purchase orders, printouts, certificates, etc.
• Course Registration Management:

• Monitor course registration, promptly alert the HOD of low or high enrollments and waiting lists and take action to control enrollment distribution by sections during registration.
• Register students in the internship course.
• Department Meetings and Communication:

• Organize department meetings, take minutes, and monitor due dates for recurring academic calendar events on behalf of the HOD.
• Forward information to faculty as per the HOD\'s instructions and track due dates.
• Budgeting:

• Monitor departmental expenditures and prepare monthly budget reports, including travel grants, reimbursements, and indirect costs.
• Student Employment Management:

• Manage and supervise student employment, keeping track of their records and monitoring the associated budget.
• Reporting and Data Management:

• Create and maintain various reports for the HOD and the department, including grade distribution, class distribution, SCH/FTE, committee reports, and web updates.
• Purchasing and Logistics Coordination:

• Coordinate requisitions of department purchases and ensure the timely delivery
• Organize department seminar series such as room reservations, equipment setup, posters and certificates.
• Recruitment Support:

• Assist the recruiting committee by managing master files and credential files of applicants and monitoring due dates.
• Office Supplies and Filing System Management:

• Manage office supplies and maintain an organized filing system for course syllabi, course files, faculty and student records and other departmental records for easy accessibility.
• Back-up Support:

• Provide backup support to the Associate Dean\'s office and other departments, as needed.

Qualifications and Skills Required

• Bachelor\'s degree in business or any relevant area.
• Well experienced in administrative roles, preferably in an academic or educational setting
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy in handling records and documents
• Proficiency in Microsoft Office, Adobe Acrobat, BlackBoard
• Effective communication and interpersonal abilities
• Ability to work independently and collaborate with a diverse team
• UAE National preferred

How to Apply

• Interested applicants should fill out the

. * AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.

• AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one\'s qualifications.

American University of Sharjah