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Administrative Officer

2 months ago

Dubai, Dubai, United Arab Emirates Zayed University Full time
About the Role

Zayed University is seeking a highly skilled and experienced Administrative Officer to join its Information Technology Department. The successful candidate will provide administrative support to the department and specific IT services to students, staff, and faculty.

Key Responsibilities
  • Administrative Support: Provide administrative support to the Director, including handling daily schedules and diaries.
  • Inventory Management: Design and maintain spreadsheets for the checkout system of audio/visual equipment, including digital and video cameras, projectors, VCRs, and audio recorders.
  • Database Management: Create and update the University personnel directory published on the Intranet.
  • IT Inventory and Records: Maintain IT inventory and related records.
  • Purchase Transactions: Maintain IT purchased equipment and purchase transactions.
  • Vendor Collaboration: Collaborate with vendors and the University Finance and Contracts/Procurement departments on IT quote requests, purchase orders, and payments.
  • Training Coordination: Coordinate external and internal training courses for IT staff.
  • Technical Training: Actively support the coordination of in-house technical training programs.
  • Document Preparation: Prepare formats and produce documents, materials, reports, meeting agendas, and minutes as required.
  • Meeting Coordination: Organize and schedule meetings and appointments, coordinate catering, and notify attendees of location and timing.
  • Communication: Receive incoming calls and visitors, reply to inquiries, and respond to requests.
  • Mail and Logistics: Collect and distribute mail, screen incoming mail, deliver outgoing mail, and liaise with courier companies for collection.
  • Database Design: Independently design databases or spreadsheets to track divisional information, activities, or projects and train other administrative staff on the use of these files.
  • Document Translation: Provide document translation as required.
  • Personnel Records: Maintain personnel records of all staff within the department.
  • Visitor Coordination: Handle visiting consultants with logistical requests.
  • Training Development: Develop and implement training programs and workshops aligned to the University strategic plan and vision.
  • Department Management: Accountable for the smooth running of the department, which includes all administrative responsibilities and tasks.
  • Purchase Decision-Making: May independently communicate with vendors and make decisions for small purchases in accordance with University rules of purchasing.
  • Professional Image: Maintain a professional image with both internal and external clients.
  • Internal and External Communication: Deal with different internal clients from different levels and departments, communicate with the University Finance & Purchasing departments and with vendors, and communicate with other departments for their IT requirements.
  • Staff Interaction: Interact with staff, faculty, and students on a regular basis.
  • Senior Management Interaction: Occasional contact with Deans, Directors, and Supervisors.
Requirements
  • Education and Experience: Must possess a Bachelor's degree from an accredited institution and 2 years' experience working in an administrative role, preferably with senior management or in an IT department. Experience with personnel record keeping and/or inventory management is a must.
  • Technical Skills: Extensive experience with Microsoft Office, databases, and researching through the Internet is essential.
  • Language Skills: The incumbent must be Bilingual (English/Arabic).
Benefits

The University's benefits package is highly attractive, with competitive salaries free of tax in the U.A.E., housing, a furniture allowance, annual vacation airline tickets for the employee and immediate family, educational subsidies for children, and healthcare is provided to the employee and sponsored family members.