Overview

The Administrative Officer provides comprehensive support to Department Coordinators, 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 allow Department Coordinators to focus on more strategic responsibilities. 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:

Transactional and Data Support

• Process reimbursements, purchase orders, and data entry tasks across departments.
• Maintain organized and accurate records for all transactions, ensuring compliance with organizational policies.

Comprehensive Administrative Support

• Serve as a primary administrative resource for faculty and students, ensuring smooth day-to-day operations.
• Respond to inquiries and provide support to ensure clear communication between students, faculty, and stakeholders.
• Manage all travel arrangements, including booking flights, and accommodation and working with the in-house travel agency and procurement team.
• In collaboration with the Department Coordinators, assist in organizing academic events and workshops ensuring all logistical aspects are managed effectively.
• Provide support during peak workload periods and assist with special projects as needed.

Calendar and Meeting Management

• Oversee complex calendar schedules for the Department Chair, coordinating meetings across various departments and handling calendar conflicts effectively.
• Arrange meeting logistics, including room bookings, virtual meeting setup, and communication with participants Process Improvement.
• Identify and suggest process improvements for transactional workflows to enhance efficiency.
• Implement best practices in administrative tasks and ensure streamlined.

Operations Skills:

• Strong organizational and multitasking abilities.
• High attention to detail and commitment to accuracy.
• Ability to proactively troubleshoot.
• Collaborative and works effectively within a team.
• Excellent communication and interpersonal skills.
• Understanding of the need for discretion and confidentiality in handling sensitive information.
• Comfortable working in a fast-paced environment and able to handle changing priorities effectively.
• Ability to build relationships with diverse teams across the university, including corporate services, students, faculty, and staff.

Qualifications and Criteria:

Essential Criteria:

• A degree in Human Resources, Business Administration, Education, Event Management, or a related field. Alternatively, a minimum of 2 years of relevant work experience in an administrative role (ideally in higher education).
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal, with a customer-service oriented approach.
• Proficient in Microsoft Office Suite and experience with applicant tracking systems or database management.
• Ability to work collaboratively with diverse groups and adapt to changing priorities.
• Demonstrated commitment to fostering a diverse and inclusive work environment.
• Must reside in Abu Dhabi (or be willing to relocate to Abu Dhabi).

Preferred Criteria:

• Prior experience in a university or research department setting, with exposure to the AI/technology research landscape.
• Familiarity with academic policies, procedures, and best practices in higher education institutions.