Job Title: Administrative Coordinator (UAE National)
College/Office: Deanship of Research and Graduate Studies and Research (DRG)The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.SUMMARY OF FUNCTIONS:The Administrative Coordinator is responsible for the overall administrative management of the Deanship of Research and Graduate Studies.ESSENTIAL DUTIES & RESPONSIBILITIES:-Ensure the meticulous and precise completion, archival, and maintenance of all paperwork pertaining to the Deanship of Research and Graduate Studies. This necessitates a meticulous attention to detail and an unwavering commitment to maintaining an accurate and comprehensive record of all relevant documentation (digital as well as on paper, as necessary).
-Coordinate and communicate with various stakeholders (e.g. academic colleges, research centers, adjunct research associates/professors, graduate students etc.) related to the Deanship of Research and Graduate Studies as well as other offices such as Office of Finance, Office of Procurement, Budget, Audit, OIPE, Office of VCAA, etc.
-Provide administrative support and maintain records of ongoing AU internal as well as external research grants grant proposals/projects.
-Assist the Dean of Research and Graduate Studies in conducting a review of AU-funded research grant proposals, and process project review reports and payments of external reviewers.
-Provide administrative assistance to other tasks related to the Deanship of Research and Graduate Studies, e.g. processing publication charges payments, processing Hourly Paid Research Assistants (HPRA) hiring/payments, processing and maintaining a record of all conference participation applications, maintaining attendance of sponsored graduate assistants and coordinating with the other relevant offices in the university, organizing AU students\' research day etc..
-Receive internal and external DRG office inquiries (phone calls and/or emails) in a friendly and efficient manner.
-Schedule DRG meetings and other events, draft announcements, record and maintain minutes of meetings and coordinate meeting/event locations, catering, AV, etc., as required.
-Arrange purchase of office supplies and other goods for the office.
-Ensure compliance with all AU and DRG policies and procedures in all operations.
-Coordinate and communicate with faculty, staff, and students (when needed) on behalf of the Deanship of Research and Graduate Studies, ensuring that all parties are informed of relevant policies and procedures.
-Perform other duties as assigned by the Dean of Research and Graduate Studies.QUALIFICATIONS & EXPERIENCE:-A bachelor's degree in business administration or any related discipline.
-1-3 years of experience in an administrative support role, ideally in an academic setting.KNOWLEDGE & SKILLS:-Exceptional interpersonal and communication skills, with the ability to effectively correspond and interact with faculty, academic colleges, and other offices within Ajman University.
-Excellent written communication skills in English and preferably in Arabic, with the ability to craft professional and concise emails, and other documents.
-Strong time-management skills and the ability to proactively prioritize and manage competing tasks and deadlines.
-Proficiency in computer skills, including a strong working knowledge of Microsoft Office suite and the ability to learn new software quickly.
-Must possess exceptional record-keeping skills and a dedication to maintaining the highest standards of accuracy and organization.
-Ability to work effectively and collaboratively in a team environment, while also able to work independently and take initiative.
-Strong planning and organizational capabilities, with the ability to anticipate needs and execute plans effectively.
-Ability to manage multiple responsibilities and successfully completing projects in an academic or research setting.
-Ability to adapt to changing priorities, effectively managing workload and deadlines in a change while maintaining a high standard of quality in all work products.
-Exceptional problem-solving skills, with the ability to identify issues and develop creative solutions to overcome challenges.
-Strong analytical skills, with the ability to analyze data and develop insights to support decision-making processes.WORKING CONDITIONS:-Work is normally performed in a typical interior/office work environment.
-No or very limited physical effort is required.
-No or very limited exposure to physical risk.
-The position may entail work after duty hours, on weekends, holidays and in emergency (i.e. may be subject to on-call responsibilities).

Ajman University