Provides staff and office support for the office / college, that include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative issues and inquiries as they arise;
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings;
Assists with resolving employee queries and to educate staff about policies and procedures as appropriate
Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate;
Assists in the scheduling and coordination of the Director’s appointments and travel arrangements.
Gathers, enters, and/or updates data to maintain office records and databases, as appropriate; establishes and maintains files and records for the office.
Guides and oversees the work of newly appointed junior staff and/or trainee students when engaged in related support activities;
Coordinates and oversees the day-to-day management of supplies and equipment for the office;
For each new starter creates a file and maintain accurate record and documents and for existing staff, assists in maintaining employee information databases;
Issues relevant letters related to employment letters, office letters and any other relevant communications;
Understands and adheres to Ajman University’s Code of Conduct Policy;
Performs miscellaneous job-related duties as assigned.
KNOWLEDGE & SKILLS:
Records maintenance skills.
Strong interpersonal and communication skills and the ability to work effectively with staff from a diverse community.
Ability to create, compose, and edit correspondence and other written materials.
Skill in organizing resources and establishing priorities.
Word processing and/or data entry skills.
Ability to coordinate and organize meetings and/or special events.
Database management skills.
Knowledge of planning and scheduling techniques.
Ability to provide leadership and guidance to administrative support staff and/or students.
Demonstrate effective organizational skills, human relations and communications skills.
Deliver high level of customers’ service.
Ability to be confidential and consistent attention to details.
Must be able to work in a fast-paced environment.
Good knowledge in preparing reports, proposals, research methods and generating basic analytical techniques.
High energy, positive attitude, high degree of initiative.
General office administrative and secretarial skills.
QUALIFICATIONS AND EXPERIENCE:
Bachelor’s degree in Business Administration, Human Resources Management, or equivalent.
At least 3-5 years of experience that is directly related to the duties and responsibilities specified.
Excellent written & spoken command of both English and Arabic languages.
Proficiency in using computer and Microsoft Office package.
WORKING CONDITIONS:
Work is normally performed in a typical interior/office work environment.
