Administrative Coordinator
2 weeks ago
The Administrative Coordinator isresponsible for providing comprehensive administrative support tothe Center for Inclusive Learning for People with Disabilities atAjman University. This role ensures the smooth and efficientoperation of the center by managing daily administrative tasks,coordinating schedules, maintaining records, and assisting withstudent services. The Administrative Coordinator will work closelywith the center’s team to support individuals ofdetermination, ensuring that all operational aspects are handledwith professionalism andaccuracy.
ESSENTIAL DUTIES& RESPONSIBILITIES:
- Manage day-to-day administrativeactivities, including answering phone calls, responding to emails,and handling inquiries related to thecenter.
- Maintain organized records and files,ensuring all documentation, reports, and student data areup-to-date and accessible.
- Prepare and editcorrespondence, reports, presentations, and other documents asrequired.
- Coordinate appointments, meetings,and events for the center, including workshops, seminars, andstudent support sessions.
- Maintain the calendarfor the Center of Inclusive Learning team, scheduling meetings withinternal and external stakeholders.
- Assist withorganizing and facilitating events aimed at promoting inclusivityand awareness for people with disabilities within theuniversity.
- Serve as the first point of contactfor students, staff, and visitors to the center, providinginformation and guidance as needed.
- Assiststudents with disabilities with administrative tasks, such ascompleting forms, arranging meetings, and accessing universityresources.
- Support the center’semployees with logistical and clerical tasks, ensuring smoothcollaboration and communication among theteam.
- Manage and update databases related tostudent services, including tracking student needs, servicesprovided, and follow-up actions.
- Prepareregular reports on the center’s activities, studentinteractions, and support services.
- Ensureconfidentiality and data security, adhering to university policiesregarding the handling of sensitiveinformation.
- Coordinate the procurement ofoffice supplies, assistive devices, and other materials required bythe center.
- Maintain an inventory of office andaccessibility-related equipment, ensuring all resources are in goodworking condition.
- Assist with budgetmanagement by tracking expenses and preparing financial reports forthe Center Manager.
- Liaise with theuniversity’s finance department for the processing ofinvoices, payments, and other financial transactions related to thecenter’s operations.
- Act as a liaisonbetween the Center and other university departments, ensuringefficient communication and collaboration.
- Workclosely with external service providers, vendors, and partners tofacilitate services and programs for people ofdetermination.
QUALIFICATIONS& EXPERIENCE:
- Bachelor’s degree inBusiness Administration, Office Management, IT, or a relatedfield.
- Minimum of 3-5 years of experience in anadministrative role, preferably in education, special needscenters, or non-profitorganizations.
- Experience in dealing withpeople with disabilities.
KNOWLEDGE &SKILLS:
- Strong organizational andmultitasking abilities, with attention to detail andaccuracy.
- Proficient in Microsoft Office Suite(Word, Excel, PowerPoint, Outlook) and office managementsoftware.
- Excellent verbal and writtencommunication skills in both Arabic andEnglish.
- Ability to work collaboratively with adiverse team and maintain positive working relationships withcolleagues, students, and externalstakeholders.
- Strong problem-solving anddecision-making abilities in a fast-paced
Desired candidate profile
- Previous experience in anadministrative or coordinator role, preferably in a fast-pacedenvironment.
- Familiarity with projectmanagement and organizationalprocedures.
KeySkills:
- Strongorganizational and multitasking abilities to manage multipleprojects and deadlines.
- Excellent verbal andwritten communication skills for effective interaction with staff,clients, and stakeholders.
- Proficiency inoffice software (e.g., Microsoft Office Suite, Google Workspace)and project managementtools.
InterpersonalSkills:
- Ability to workcollaboratively within a team and build positiverelationships.
- Strong customer serviceorientation to assist internal and externalstakeholders.
- Effective problem-solving skillsto address challengesproactively.
TechnicalSkills:
- Experience withdatabase management and record-keepingsystems.
- Familiarity with scheduling and eventplanningsoftware.
PersonalAttributes:
- Detail-orientedwith a strong focus on accuracy andquality.
- Adaptable and flexible in a dynamicwork environment.
- Proactive approach toimproving processes and enhancing operationalefficiency.
Responsibilities:
- Coordinateand oversee administrative processes and officeoperations.
- Support project management efforts,including scheduling, tracking progress, andreporting.
- Assist with the preparation ofreports, presentations, anddocumentation.
- Manage calendars, schedules, andtravel arrangements for staff andexecutives.
- Serve as a point of contact forinternal and external communications.
- Organizemeetings, events, and workshops, including logistics andmaterials.
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