Job description

Position Summary

The American University in the Emirates (AUE) is seeking a highly motivated, organized, and detail-oriented Human Resources Coordinator to support and coordinate daily HR operations, employee services, documentation, and administrative processes. The role involves assisting with employee records management, HR policies and procedures, onboarding and offboarding, attendance and leave administration, employee relations, payroll coordination, and HR reporting while ensuring accuracy, confidentiality, and compliance with university policies and applicable UAE labor regulations.

The Human Resources Coordinator will work closely with HR Officers, the Payroll Division, department heads, and other internal and external stakeholders to ensure the smooth and efficient delivery of HR services across the university.

Minimum Qualifications and Experience

• Bachelor’s degree in Human Resources Management, Business Administration, or a related field from an accredited university.
• Minimum of 3 years of experience in human resources administration, coordination, or a related HR role.
• Hands-on experience with HR management systems (HRMS), employee databases, and Microsoft Office applications.
• Good understanding of HR policies, procedures, and employment practices.
• Knowledge of UAE labor laws and employment regulations.
• Experience in employee records management, HR documentation, onboarding, and offboarding processes.
• Strong planning, organizational, coordination, and follow-up skills.
• Excellent interpersonal and written and verbal communication skills.
• Strong attention to detail and accuracy in handling employee information and HR documentation.
• Ability to manage multiple tasks, prioritize deadlines, and maintain confidentiality.

Key Responsibilities and Essential Functions

HR Operations and Employee Services

• Coordinate and support day-to-day HR operations to ensure the timely and efficient delivery of HR services.
• Assist in implementing HR policies, procedures, and administrative processes in accordance with university guidelines.
• Serve as a point of contact for employees and departments regarding routine HR inquiries, documentation, and employment-related matters.
• Coordinate with Heads of Colleges and Departments on employee-related requests, HR documentation, and pending requirements.
• Assist in processing employee requests related to employment certificates, salary certificates, leave, attendance, and other HR services.
• Support the administration and updating of employee information in the HRMS and other HR databases.
• Follow up with employees and relevant departments to ensure the timely completion of HR requests and pending actions.
• Assist in communicating HR announcements, policy updates, and procedural information to employees.

Employee Documentation and Records Management

• Maintain accurate, complete, and up-to-date employee records, ensuring proper filing of documents in hard copy personnel files and the HRMS portal.
• Prepare, review, and process HR documents, including employment certificates, employee letters, internal correspondence, and other HR-related documentation.
• Ensure that employee files contain the required documents, including identification documents, educational qualifications, employment contracts, experience certificates, and other relevant records.
• Follow up with employees to obtain missing, expired, or updated documentation as required.
• Ensure the proper handling, storage, and confidentiality of employee records and sensitive HR information.
• Assist in maintaining employee databases and updating records related to job titles, departments, reporting lines, employment status, and other personnel changes.
• Support internal audits and ensure that HR records are maintained in accordance with university policies and applicable regulatory requirements.

Onboarding, Offboarding, and Employee Lifecycle Coordination

• Coordinate onboarding arrangements for new employees, ensuring the completion of required documentation and joining formalities.
• Liaise with relevant HR team members and departments to facilitate employee orientation, induction schedules, system access, and other onboarding requirements.
• Follow up with newly hired employees to ensure the timely submission of required documents and completion of outstanding formalities.
• Assist in coordinating employee offboarding procedures, including resignation documentation, exit formalities, clearance processes, and final documentation.
• Coordinate with relevant departments to facilitate employee transfers, promotions, changes in designation, contract renewals, and other employment-related changes.
• Maintain accurate records of employee movements and ensure that all changes are properly documented and updated in the HRMS.
• Support the preparation and processing of employment contracts, amendments, renewals, and related HR documents in coordination with the responsible HR personnel.

HR Reporting, Systems, and Administrative Support

• Prepare and maintain HR reports, employee statistics, trackers, and records for management review and decision-making.
• Assist in compiling HR data relating to headcount, employee movements, leave, attendance, turnover, and other workforce metrics.
• Support the preparation of reports and documentation required by CHEDS (Center for Higher Education Data and Statistics) and other internal or external authorities, as assigned.
• Ensure the accuracy and consistency of employee data across the HRMS, spreadsheets, and personnel files.
• Assist in maintaining HR document templates, filing systems, trackers, and administrative records.
• Coordinate with the IT Department and other relevant units regarding HRMS access, employee data updates, and HR system-related issues.
• Support the HR team in preparing correspondence, presentations, meeting minutes, and other administrative documents.
• Perform other HR-related duties and responsibilities as assigned by the HR Manager or Head of Human Resources.

Skills and Competencies

• Strong organizational, coordination, and administrative skills.
• Excellent attention to detail and accuracy in documentation and data management.
• Good knowledge of HR administration, employee lifecycle processes, and HR best practices.
• Familiarity with UAE labor regulations and employment procedures.
• Proficiency in HRMS platforms, Microsoft Office, and employee data management tools.
• Strong written and verbal communication and interpersonal skills.
• Ability to coordinate effectively with employees, management, and multiple departments.
• Ability to prioritize tasks, manage competing deadlines, and work effectively in a fast-paced academic environment.
• High standards of professionalism, integrity, discretion, and confidentiality.
• Strong problem-solving, follow-up, and time-management skills.
• Ability to work independently while contributing effectively to a collaborative HR team.

About American University in the Emirates (AUE)

The American University in the Emirates (AUE) invites applications from well-qualified candidates for a range of faculty and administrative positions. AUE is located in Dubai International Academic City.

AUE is not just a place of learning but a hub of innovation and growth, where your expertise and aspirations find a welcoming environment.

At AUE, we believe Nothing is Impossible is the Pathway to Success.

AUE comprises eight dynamic colleges: the College of Law, College of Education, College of Design, College of Business Administration, College of Health Science, College of Media and Mass Communication, College of Computer Information Technology, and College of Security and Strategic Studies. Each college boasts unique strengths and prestigious accreditations, reflecting our commitment to providing a world-class education.

The American University in the Emirates is accredited by SACSCOC (the Southern Association of Colleges and Schools Commission on Colleges) to award baccalaureate and master’s degrees. Degree-granting institutions may also offer credentials such as certificates and diplomas at approved degree levels.

AUE is officially licensed to operate as a higher education institution, and its programs are accredited by CAA (the Commission for Academic Accreditation), Ministry of Education, United Arab Emirates.

The College of Business Administration is a proud member of AACSB (the Association to Advance Collegiate Schools of Business), and its Bachelor of Business Administration, Master of Business Administration, and Master of Sport Management programs are accredited by AACSB.

The Bachelor of Computer Science in the College of Computer Information Technology is accredited by the Computing Accreditation Commission of ABET.

NASAD (the National Association of Schools of Art and Design) has granted Substantial Equivalency to the Bachelor of Science programs in Fashion Design, Graphic Design, Interior Design, and Animation in the College of Design, recognizing their equivalence to accredited programs in the United States.