Job description

Job Description:

**Eligibility: UAE Nationals only** The College of Science is seeking a highly organized, professional, and proactive **Administrative Officer** to provide administrative and operational support to the **Office of the Dean**. The successful candidate will coordinate closely with the Dean, academic departments, faculty and staff, and relevant university units. ### Key Responsibilities * Provide day-to-day administrative and executive support to the Dean’s Office and serve as a key point of contact for faculty, staff, students, visitors, and university units. * Manage correspondence, emails, telephone inquiries, calendars, appointments, official visits, and College activities, ensuring appropriate and timely follow-up. * Prepare and format official correspondence, announcements, letters, memos, reports, presentations, forms, and other administrative documents. * Coordinate **College Council and other official meetings**, including scheduling, invitations, agendas, supporting documents, meeting arrangements, and circulation of materials. * Attend meetings, **take accurate notes, prepare official meeting minutes, document decisions and action items, and follow up on their implementation**. * Coordinate College events, workshops, seminars, and official visits, including venues, IT support, transportation, visitor access, and other logistical arrangements. * Support the preparation of **College newsletters, annual reports, publications, accreditation documents, and institutional reports**, including collection and verification of required information. * Coordinate administrative requirements with relevant university units, including **HR, Research, IT, Facilities, Transportation, Security, and Printing Services**. * Support HR and faculty recruitment processes, including required forms, candidate communication, and interview arrangements. * Maintain accurate administrative records, contact and distribution lists, meeting documentation, and electronic archives. * Track pending requests, approvals, deadlines, decisions, and action items and ensure timely follow-up. * Maintain strict **confidentiality and professionalism** and ensure compliance with university policies and procedures. * Perform other administrative duties and special assignments as requested by the Dean or College management.

Minimum Qualifications:

Bachelor Degree

Experience/Skills:

Preferred Competencies The ideal candidate should be highly organized, dependable, proactive, professional, detail-oriented, responsive, and able to work effectively in a fast-paced academic environment. The candidate should demonstrate strong interpersonal skills, sound judgment, and the ability to collaborate effectively across academic and administrative units.

Preferred Qualifications:

Qualifications and Requirements • Applicant must be a UAE National. • Bachelor’s degree in any related field. • Relevant experience in administrative or executive support; experience within a university or higher-education environment is preferred. • Excellent written and verbal communication skills in English and Arabic. • Strong organizational, coordination, communication, and time-management skills. • Demonstrated ability to manage multiple tasks, deadlines, and priorities simultaneously. • Strong attention to detail and accuracy in preparing official documents, reports, and meeting minutes. • Ability to communicate professionally with senior management, faculty, staff, students, visitors, and external stakeholders. • Ability to work independently, take initiative, and follow up on assignments until completion. • High level of professionalism, discretion, confidentiality, flexibility, and dependability. Technical Skills • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams. • Ability to prepare professional presentations, reports, meeting minutes, and administrative documents. • Experience managing electronic files, calendars, mailing lists, shared records, and online administrative systems and portals. • Basic design and formatting skills for announcements, invitations, newsletters, and other communication materials are an advantage.