Administrative Assistant

1 week ago

Dubai, United Arab Emirates American University in Dubai Full time

**Administrative Assistant - School of Arts and Sciences**

Assistant - School of Arts and Sciences.**

**Position Objective**:
As the first point of contact for all faculty, staff and visitors, the prime objective of the administrative
assistant is to assist the faculty of the School of Arts and Sciences and liaise with the Dean and various
AUD schools and departments, all while projecting a professional image of the University as an Academic
Institution.

**Principle Responsibilities**:

- Provide administrative support and assistance to the Dean, Chairs, Head and Coordinators in the

various functions and activities carried out by the school
- Maintain an up-to-date and organized filing system for the school
- Managing a working calendar for the School and the Office of the Dean
- Assist the Dean with the collection and compilation of data, and with the production of written
- reports
- Facilitate purchase requisitions and the tracking of budget items
- Supervise the course archiving process at the end of each term
- Assist with planning and arrangements for conferences, seminars, and other events hosted by the
- School of Arts and Sciences
- Maintain the meeting schedules (times and places) for School-wide committees and other
- relevant bodies
- Take minutes for School-wide committee meetings
- Keep a faculty/staff attendance log for meetings and school related events
- Maintain and update the mailing list used in all official correspondence by Faculty in the School
- of Arts & Sciences
- Answer all incoming calls to the School of Arts and Sciences efficiently and redirect as appropriate
- Take and distribute messages for the Dean, Chairs, Head, and Coordinators as appropriate
- Make appointments for the Dean, Chairs, Head, Coordinators, and other faculty as needed
- Meet all visitors and guide them to appropriate personnel
- Prepare all outgoing mail
- Distribute incoming mail
- Proctor entrance and other exams as requested
- Administer and maintain logs for Classroom Equipment (TV, VCR, O/H projector etc.)
- Requisition of stationery and other office supplies as needed
- Photocopy material for Faculty as needed (only on an emergency basis)

Other related duties as assigned

**Competencies and Skills Used**:

- Excellent written and oral communication skills
- Office administration
- Professional demeanor
- Ability to work under pressure
- Ability to multitask
- Patience and understanding

**Essential Qualifications**:

- Be able to prioritize and deal with several issues simultaneously
- Familiarity with online file management systems
- Familiarity with multiple line telephone system
- Computer proficiency including MS Office
- Flexibility

Applications will be accepted and evaluated until this position is filled.
- Cover letter
- Updated CV
- Contact information of three (3) academic/professional references
- No telephone calls please. _
- While we thank all applicants for their interest, only those under consideration will be contacted for a _
- follow-up interview._

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