Campus Services Coordinator

3 months ago

Dubai, United Arab Emirates Zayed University Full time

**The Opportunity**
Responsible for providing a wide range of administrative and management support to the Director of Campus Physical Development, while playing a strategic role in the administration of the University Travel Services Unit to ensure its effective operation (international travel, hotel accommodation, ground transportation, vehicle fleet management and event coordination) and providing statistical information, using various systems.
Assists in managing the University Convention Center, Dubai Business Center and Dubai Contract services (food services, convenience shop).
Supervises and guides Campus Services team to ensure high level, efficient departmental operations.
- Client Management - establishment and maintenance of responsive services resulting in high degree of client acceptance and satisfaction
- Effective and efficient operations
- Team Leadership - using a collaborate style of leadership to ensure productive and satisfied employees
- Well developed document management and management information systems; well developed, documented and communicated practices, processes and procedures
- Highest and best use of available resources; fully utilized resources; operations within budget
- Well maintained and serviced fleet of vehicles
- Effective relationships with suppliers and vendors

**The Responsibilities**
Coordinates (plans, implements, organizes, develops and controls) the Campus Services Department, which consists of:

- Travel Services unit
- Conference and Event Management
- Business Center (Dubai Campus)
- Contract Services (Dubai Campus)
University Travel Services
- Oversees the University Travel Services unit and leads unit staff
University Travel Services - International Travel (all Campuses)
- Oversees International Travel requests in line with the University by-laws, policies and procedures
- Coordinates requests, advises and counsels clients, making reservations, and processes documentation and payment
- Maintains the systems and procedures to identify track and arrange timely responses for International Travel requests and verify employee’s entitlements.
- Ensures that amicable working relations are maintained with the nominated travel agents and air carriers to maximize the service Zayed University receives
- Works with the Deans and Directors regarding travel budgets
University Travel Services - Hotel Accommodation and Services (all Campuses)
- Handles the hotel booking system to ensure that all practices are in line with the University by-laws, policies and procedures
- Coordinates the receipt of requests, regarding reservations, processes, documentation and payment
- Ensures that amicable working relations are maintained with nominated Zayed University hotels
University Travel Services - Ground Transportation (Dubai Campus)
- Fleet management including handling the costs of operating, maintaining and servicing University vehicles; ensuring that University vehicles are registered, licensed, and insured; making recommendations for the purchase and replacement of University vehicles to the Director of Campus Physical Development.
- Handles the daily travel schedules to ensure that third party suppliers are used only when absolutely necessary
- Coordinates the processing of documentation and payment for non-University ground transportation i.e. buses and taxis
Other
- Logistical management for major university events
- Handles and monitors the University’s mobile telephones and Blackberry allocations including the management of annual mobile phone inventory
- Serves as Campus Services Super User in the Banner System
- Handles the invoices received from various vendors ensuring effective and efficient management of same for accurate account practices
University Convention Center (Dubai Campus)
- Deputizes for the Campus Services Manager in their absence
University Business/Service Center (Dubai Campus)
- Provides oversight to the Business Center on the Dubai Campus working with the Senior Business Center Officer to ensure that the highest standard of service is provided to the clients
Dubai Campus Contract Services
- Works closely with vendors on the Dubai Campus to ensure they meet the required standards of service on Campus.
- Works with the specialized vendors on Dubai Campus to ensure effective and efficient service these include but are not limited the nominated on campus caterer.
- Liaises with the client and supplier/vendor communities to ensure services are delivered in the most efficient way.
- Spearheads the biannual vendor audit
General
- Carries out the annual Performance Evaluations for the team
- Works with the Campus Services Management Team in contributing to the setting of annual objectives, communication of these to the team and successful implementation
- Coordinates the preparation of the statistical reports for the Director of Campus Physical Development for use in drafting the Campus Services annual departmental plans and budgets
- Maintains accura

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