Administrative Assistant – School of Arts & Sciences

Administrative Assistant - School of Arts & Sciences

The American University in Dubai invites qualified applicants to apply for the
position of Administrative
Assistant - School of Arts & Sciences. ****

Position Objective:

As the first point of contact for all faculty, staff and visitors, the prime
objective of the administrative assistant
is to assist the faculty of the School of Arts and Sciences and liaise with
the Dean and various AUD schools
and departments, all while projecting a professional image of the University
as an Academic Institution.

Principle Responsibilities:
* Provide administrative support and assistance to the Dean, Chairs, Head and Coordinators in the
various functions and activities carried out by the School
* Maintain an up-to-date and organized filing system for the School
* Managing a working calendar for the School and the Office of the Dean
* Assist the Dean with the collection and compilation of data, and with the production of written
reports
* Facilitate purchase requisitions and the tracking of budget items
* Supervise the course archiving process at the end of each term
* Assist with planning and arrangements for conferences, seminars, and other events hosted by the
School of Arts and Sciences
* Maintain the meeting schedules (times and places) for School-wide committees and other relevant
bodies
* Take minutes for School-wide committee meetings
* Keep a faculty/staff attendance log for meetings and school related events
* Maintain and update the mailing list used in all official correspondence by Faculty in the School of
Arts & Sciences
* Answer all incoming calls to the School of Arts and Sciences efficiently and redirect as appropriate
* Take and distribute messages for the Dean, Chairs, Head, and Coordinators as appropriate
* Make appointments for the Dean, Chairs, Head, Coordinators, and other faculty as needed
* Meet all visitors and guide them to appropriate personnel
* Prepare all outgoing mail
* Distribute incoming mail
* Proctor entrance and other exams as requested
* Administer and maintain logs for Classroom Equipment (TV, VCR, O/H projector etc.)
* Requisition stationery and other office supplies as needed
* Photocopy material for Faculty as needed (only on an emergency basis)
Other related duties as assigned
Competencies and Skills Used:
* Excellent written and oral communication skills
* Office administration
* Professional demeanor
* Ability to work under pressure
* Ability to multitask
* Patience and understanding
Essential Qualifications:
* Be able to prioritize and deal with several issues simultaneously
* Familiarity with online file management systems
* Familiarity with multiple line telephone system