Office Manager (uae National Preferred)
Ajman, United Arab Emirates
Job Description
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SUMMARY OF FUNCTIONS:
The Office Manager of the COO's Office plays a critical role in supporting the COO and ensuring the efficient operation of the COO's office at the University. The position requires a combination of administrative, managerial, and interpersonal skills, as well as a deep understanding of university operations and policies. The Office Manager plays a key role in advancing the COO's goals and objectives, and works closely with other University offices to achieve these goals.
ESSENTIAL DUTIES & RESPONSIBILITIES:
QUALIFICATIONS & EXPERIENCE:
KNOWLEDGE & SKILLS:
Reports to: Chief Operating Officer Subordinates: N/A
The Office Manager of the COO's Office plays a critical role in supporting the COO and ensuring the efficient operation of the COO's office at the University. The position requires a combination of administrative, managerial, and interpersonal skills, as well as a deep understanding of university operations and policies. The Office Manager plays a key role in advancing the COO's goals and objectives, and works closely with other University offices to achieve these goals.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Communicates with functional managers, staff members, deans, faculty members, and students; by responding to all their inquiries and satisfying all their needs.
- Establishes viable relationships with external parties; including banks, insurance companies, other financial institutions, consultants, key customers and vendors, external auditors and regulatory authorities.
- Manages the COOs calendar by prioritizing appointments, scheduling meetings and events. Coordinates events and meetings hosted by the COO's office, including scheduling and logistics.
- Supervises administrative support staff, including training and evaluating performance.
- Manages special projects as assigned by the COO, including research, analysis, benchmarks and report preparation.
- Drafts minutes of meetings and translates documents (Arabic to English and vice versa).
- Prepares, reviews and refines progress reports in coordination with related managers; ensures that deadlines of projects completion are met and problems are immediately addressed, resolved and/or reported.
- Maintains organized and easily accessible resources within a highly automated environment; ensuring an accurate and timely flow of incoming and outgoing documents and conducting an initial review of those that need the COOs signature.
- Drafts letters, announcements, memos, circulars, emails, and communicates with all internal and external parties as needed.
- Attends meetings and updates the COO on certain matters of interest.
- Produces reports, presentations, analytical summaries and briefing papers.
- Provides input and recommendations to the COO on key issues and initiatives.
- Assists with the preparation of annual reports, strategic plans, and other documents for the University.
- Continuously evaluates the effectiveness of administrative processes and makes recommendations for improvement.
- Monitors and tracks the COO's projects and initiatives, ensuring that deadlines are met and progress is made.
- Prepares and reviews reports, presentations, and other materials for the COO.
- Serves as a resource for University student, faculty and staff members by answering questions and providing guidance on university policies and procedures.
- Performs other different job-related duties as assigned by the COO.
QUALIFICATIONS & EXPERIENCE:
- A Bachelor Degree in Business Administration or any other relevant field.
- Minimum 5-7 years of professional experience in a related role, preferably within the higher education environment.
KNOWLEDGE & SKILLS:
- Interpersonal skills: building relationships and working collaboratively with colleagues, students, faculty and staff members, and external partners. Should be approachable, empathetic, and have a customer service-oriented mindset.
- Excellent knowledge of administrative policies, procedures and best practices as applicable to the support services. In addition to a deep understanding of University policies and procedures, as well as relevant regulations and guidelines, to be able to ensure compliance with these requirements.
- Ability to prioritize the workload in an effective manner; work under pressure within a busy environment and meet tough deadlines.
- Ability to plan and execute complex projects and initiatives, manage timelines and deadlines, and ensure that goals are met.
- Good knowledge of office management practices within a dynamic and highly automated work environment.
- Ability to foster cooperative work relationships within a diverse community that involves multiple internal and external parties.
- Proficiency level of MS. Word, Excel, and PowerPoint.
- Excellent written and oral communication skills in English and Arabic.
- Ability to convey complex information in a clear and concise manner and be skilled at diplomacy and conflict resolution.
- Good knowledge of budget preparation and fiscal resources management.
- Ability to gather data, conduct research, compile information, and write reports.
- Ability to analyze data and information, identify trends and patterns, and make recommendations based on their findings.
- Strong attention to detail and be able to maintain accurate records and documentation.
- Ability to adapt to changing circumstances and priorities, and be comfortable working in a fast-paced environment.
- Ability to identify problems, evaluate options, and develop effective solutions.
- Ability to think strategically, understand the University's mission and goals, and align the work of the COO's office with these objectives. Ability to handle confidential information with discretion and maintain the highest level of professionalism at all times.
- 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.
Reports to: Chief Operating Officer Subordinates: N/A
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Job Detail
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Job IdJD1680184
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationAjman, United Arab Emirates
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EducationNot mentioned