Administrative Assistant - Research Office

Dubai, United Arab Emirates | Research Division | Full-time

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We are looking for a talented Administrative Assistant for the Research Division Office at the American University in the Emirates.

The Administrative Assistant will liaise between the academic body of the university, the administrative, management, and various university units, ensuring quality service, clarity in instruction, and the best utilization and harnessing of the talents of existing members of the academic body.

 Minimum Qualifications and Experience

  • Bachelor’s degree in business administration, Master’s Degree is preferred
  • 6 years’ experience academic and administrative experience in a university
  • Ability to multi-task
  • Bilingual mandatory
  • Very high degree of independence, responsibility, and judgment. 
  • Knowledge of academic/administrative programs, students’ policies and procedures.
  • Maintains a professional image and relationships with faculty/students and all clients.
  • Must maintain confidentiality.
  • Accountable for the smooth running of the office, with all administrative responsibilities and tasks.
  • Effectively resolves daily matters independently.

 

 Key Competencies

Critical competences

Weighting (%)

Knowledge of university policies and procedures

20%

Communication and Interpersonal Proficiency

20%

Teamwork

20%

Problem Solving /Analysis Skills

20%

Influence and Negotiation

20%

 Job Responsibilities

  • Serves as the first point of contact for the Vice President for Research for faculty and other colleagues. 
  • Deals with various offices in the university on behalf of the Office, as required by the Vice President.
  • Extensively interacts with internal and external stakeholders in a fully professional and service-oriented manner, ensuring that their information and business needs are met.
  • Maintains and handles the calendar/daily schedule of activities of the VPR.
  • Prepares correspondence, presentations, reports, meeting agendas, background materials, and minutes of meetings.
  • Maintains and monitors the research office budget.
  • Conducts research, gathers and compiles data for preparation of reports, presentations, and correspondence as required by the VPR.
  • Actively or accurately coordinates and organizes activities, event meetings, and appointments; notifies attendees of location and time.
  • Arranges for travel and consultancies on behalf of the VPR.
  • Maintains faculty data reports or databases as assigned.
  • Maintains the Office of the Vice President for Research files and databases.
  • Examines research-funded applications from faculty and performs a compliance check against AUE Research Office policies and procedures.
  • Checks incoming grant applications for policy compliance as needed.
  • Assists with payment and purchase requisitions as needed.
  • Prepares and sends research announcements upon approval from the VPR.
  • Performs any other tasks as assigned.