General Details

Job Title

Administrative Assistant

Reporting Line

Senior Administrative Officer

Department

College of Medicine and Health Sciences

Job Purpose

Administrative Assistant is responsible for providing administrative support on academic matters and support services that includes various types of communication, answering queries, scheduling visitors, coordination of mail pickup and delivery, arranging courier services, scheduling meeting rooms, travel and accommodation booking and etc.

Key Roles & Responsibilities

Strategic Responsibilities

N/A

Operational Responsibilities

• Support all the activities including office management, implementation of procedures, process management, records management and diary management
• Enhance and implement administrative systems as and when needed to increase efficiency
• Coordinate on the Line Manager\'s various projects and initiatives and follow through on issues in a timely manner
• Review and summarize miscellaneous reports and documents; preparing background documents as necessary
• Assist the Line Manager\'s in preparing presentation materials
• Effective communications management of the Line Manager\'s office and maintaining confidentiality
• Effectively design, maintain and update filing system
• Ensure protection, security and confidentiality of all files, records and reports
• Responsible for heavy calendar management requiring interaction with both internal and external executives, stakeholders, as well as consultants
• Arrange travel schedule and reservations for the Line Manager
• Manage all incoming mail and identify items that require priority attention of the Line Manager
• Receive and screen all communications for the Line Manager including telephone calls and e-mail messages
• Prioritize, channelize, and facilitate communication from other business units
• Independently responding to letters and general correspondence of a routine nature.
• Organize and maintain the layout of the office and maintain the supplies
• Attending Management, other meetings and taking minutes, as directed
• Adhere to the University\'s information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed
• Perform any other tasks assigned by the Line Manager

Supervisory Responsibilities

N/A

Qualifications

Qualifications & Experience

Required Qualifications

An Associate Degree or Diploma in a related field

Required Experience

Expats:

A minimum 3 years of relevant experience.

UAE Nationals:

A minimum of 0-1 years of relevant experience

Khalifa University