Administration Officer

Job Details

Application Open:

Full-Time

Job Purpose:

The Administrative Officer provides comprehensive support to Undergraduate Division (UG), faculty, and students by managing large-scale, routine transactional activities and assisting with day-to-day operations. This centralized position handles tasks such as reimbursements, purchase orders, data entry, and complex scheduling to support Department Coordinators. The Administrative Officer also assists in organizing academic events, coordinating travel arrangements, and serves as the primary point of contact for inquiries, ensuring efficient communication across departments.

Key Responsibilities:

Administrative and Transactional Support

• Process purchase orders, reimbursements, and data entry tasks in line with university policies.
• Maintain accurate records and documentation for all transactions to ensure compliance and audit readiness.
• Coordinate travel bookings, visas, and accommodation for faculty, staff, and visiting guests in collaboration with the travel and procurement teams.
• Respond to inquiries from faculty, students, and stakeholders, providing timely and professional assistance.

Operational and Event Support

• Assist Department Coordinators in planning and delivering academic events, workshops, and departmental activities.
• Support logistics, including room bookings, catering, and IT coordination for academic and departmental events.
• Provide additional administrative coverage during peak workload periods and contribute to ad hoc projects as required.

Calendar and Meeting Coordination

• Manage complex calendars for Academic Departments, ensuring effective scheduling and resolution of conflicts.
• Organize meeting logistics, including invitations, agendas, minutes, and follow-up actions.

Process Improvement and Service Delivery

• Identify opportunities to streamline routine workflows and enhance service efficiency.
• Apply best practices in administration to promote consistency and continuous improvement across departments.

Other Duties:

Perform all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.

Academic Qualification:

A Bachelor degree in Human Resources, Business Administration, Education, Event Management, or a related field.

Professional Experience:

Essential

• Minimum of 2 years of experience in an administrative role, preferably in higher education.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills with a customer-service orientation.
• Proficiency in Microsoft Office Suite and database management systems.
• Ability to work collaboratively with diverse stakeholders and maintain confidentiality.
• Previous experience in the United Arab Emirates.

Preferred

• Prior experience in a university or research setting, ideally with exposure to AI/technology.
• Familiarity with higher education policies, practices, and administrative processes.