Job Details
Posting Date
24/11/2021 Expiry Date 08/12/2021 Job Reference Number: 1780-2021-11-24T09:51:43
Administrative Assistant
Category Non Faculty Vacancies
College Departments
Department Office of Vice Chancellor For Medical & Health  Sciences
Job Purpose

To provide a high-level of coordination for all administrative and financial initiatives and projects undertaken by the department. As well as be the main point of contacts regarding various matters related to staff members in the department with executive departments including IT, HR, Finance, Procurement, and Facilities..

Main accountabilities & expectations
  1. Coordinate personnel activities relevant to the department staff, such as annual leave, return from leave, sick leave, travel ticket request, overtime, permission request, health insurance, school allowance, etc.
  2. Receive incoming mail, arrange it to be reviewed by the line manager and take action and/or distribute it accordingly, as well as file, maintain and track mail using a variety of systems and databases.
  3. Receive and screen incoming telephone calls and assist visitors by answering questions or providing information regarding the concerned department.
  4. Manage the director's calendar, arrange and schedule meetings, as well as notify attendees and coordinate with them.
  5. Manage Learning Program Applications and Business Mission requests for administrative staff, by reviewing, completing and signing the form, and following up the approval processes of each request.
  6. Monitor the annual performance appraisals, provide support and assistance to staff members and line managers, and follow up with them to ensure that all forms are completed correctly and on time.
  7. Monitor the needs of the department in terms of storage places, stationary, transportation, equipment, furniture, maintenance and IT equipment.
  8. Manage the department's petty cash and the monthly expenditures, as well as review and verify invoices related to department expenses ensuring they are correct and valid before submitting them to the relevant department.
  9. Assist in organizing events (and relevant catering if required) of the assigned department in coordination with the relative executive departments.
  10. Assist in reviewing and sorting job applications for vacant staff positions, and may attend the initial interviews if requested by the line manager.
  11. Collect, review and process various applications and requests submitted by administrative staff. As well as process the clearance forms for department staff, and ensure they are completed in a timely manner to avoid unwanted delays.
  12. Assist in preparing various reports, analysis and statistics requested by the line manager.

Job Specific Accountabilities --
Required Skills
  • Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English.
  • Good interpersonal skills.
  • Excellent working knowledge of personal computer applications with an emphasis on MS office applications such as Excel, Word, and Teams.
  • Time management skills.
  • Ability to coordinate projects and set up meetings.
  • Ability to handle confidential information with discretion.
  • Excellent follow up skills resulting in the timely completion of multiple assignments.
  • Excellent organizational skills and the ability to work independently, prioritize assignments and meet deadlines.
  • High integrity and openness combined with commitment to good governance.
  • Inquisitive mind and passion for excellence.
  • Flexibility and ability to function effectively as part of a team.


Preferred Qualification & Experience

  • Minimum of diploma or bachelor's in Business Administration, Office Management or similar discipline.
  • 2-4 years of UAE experience in similar role preferably in higher education institutions.
  • Priority is to UAE Nationals.


Job Location University of Sharjah (Main)
Competencies

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Job Criteria
Gender Male or Female
Qualification Certification/diploma
Relevant Experience 2 or more
Living In UAE Open for all