Job Details
Posting Date
25/11/2019 Expiry Date 25/12/2019 Job Reference Number: 1388-2019-11-25T08:38:20
Administrative Assistant
Category Non Faculty Vacancies
College Computing and Information
Department Dean office
Job Purpose

Provide high-level of administration and financial services and projects undertaken by the relevant department and perform a wide range of secretarial duties to support department’s operations and coordinate special projects including special events and conferences.

Main accountabilities & expectations
  1. Maintain databases and track data using a variety of systems such as: Excel, Word, use data to send out mail, merge documents, create labels and generate reports.
  2. Serve as the first point of contact for visitors entering the office.
  3. Perform administrative and office support activities, duties may include filter phone calls, receive and direct visitors, type documents, create spreadsheets/presentations and filing.
  4. Maintain departmental records (electronic and hard copy filing system) including minutes of meetings, faculty work load details and semester schedules.
  5. Coordinate activities relevant to the assigned department staff and faculty members, such as processing annual leave/sick leave/permission requests, training/conference attendance requests, updating employee annual data, etc in collaboration with concerned administration departments.
  6. Process the clearance for faculty members, staff and students in order to support the onboarding and admission process.
  7. Organize events (and relevant catering if required) of the assigned department in coordination with the relative executive departments.
  8. Collect and prepare supply requirements from the assigned department relevant to, IT, furniture, books, newspapers, software; and prepare the stationary requests from the University stores.
  9. Assist in preparing the proposed budget for the assigned department in coordination with the line manager of the department and other relevant parties.
  10. Monitor the financial expenses of the assigned department, including petty cash and managing advanced cash requests.
  11. Review and verify all the invoices related to staff expenses and other allowances ensuring they are valid and appropriate.
  12. Complete tasks as assigned by direct line manager within the expected time limit.

Job Specific Accountabilities

Operational Plans

Participate in developing the department's operational and business plans, and contribute in the execution of same in line with the department's strategy in order to support the achievement of the college's strategic objectives.

 

Continuous Improvement

Provide input to enhance the policy and procedures, and follow all relevant processes, standard operating procedures, and instructions to ensure that work is carried out in a controlled and consistent manner.

 

Systems, Processes and Reports

Generate relevant reports and ensure that they are prepared timely and accurately, and meet the department's requirements and standards.


Required Skills
  • Ability to coordinate projects and set up meetings.
  • Excellent oral and written communication skills and the ability to prepare professional documents and proofread the work of others, in both Arabic and English.
  • Excellent working knowledge of personal computer applications with an emphasis on MS office applications.
  • Ability to prepare, maintain and process a variety of financial documents and spreadsheets.
  • Excellent organizational skills and the ability to work independently, prioritize assignments and meet deadlines.
  • Ability to handle confidential information with discretion.
  • Excellent follow up skills resulting in the timely completion of multiple assignments.
  • Excellent customer service skills.
Preferred Qualification & Experience

  • B.Sc. in Business Administration/Officer Management or similar discipline.
  • 3-5 years of UAE experience in similar role preferably in higher education institutions.


Job Location University of Sharjah (Main)
Competencies

Behavioral Competency Description
Integrity & Respect
  • Promote an openness, honesty and sincerity work environment in all communications with both internal and external customer.
  • Respect UOS core values, the dignity and culture-diversity of all members of the university's community.
Adaptability
  • Demonstrate flexibility in the face of change and respond positively to unexpected and rapidly changing work conditions.
  • Open to new ideas and initiatives relevant to own area of work.
Communication
  • Able to communicate effectively with a wide range of colleagues, by showing interest and carefully listening to their needs.
  • Keep people accurately informed and up to date.
  • Use clear, understandable language appropriate to the receiver.
Organization
  • Time Management: Determine the appropriate allocation of time.
  • Task Management: Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
Conflict Management
  • Address conflicts by focusing on the issues at hand to develop effective solutions when disagreements occur.
  • Work to resolve conflict among team members by showing respect for others' opinions and working toward agreeable solutions.
Accountability & Accuracy
  • Deliver work of a high standard of quality and according to procedures, rules and regulations.
  • Accept full responsibility for self and contribution as a team member.
  • Display a strong commitment to organizational success.


Job Criteria
Gender Male or Female
Qualification Bachelor's degree/higher diploma
Relevant Experience 3 or more
Living In UAE Open for all
Job has been Closed