Administrative Assistant American University of Sharjah

The Administrative Assistant at American University of Sharjah will assist the Registrar with all general administrative functions to maintain an efficient and well managed department according to university guidelines and policies. This vacancy was announced by the university on January 19, 2024. Candidate desirous for this role should submit their resume to begin with the application process.

Responsibilities of Administrative Assistant

Transcript Issuance:

• Issue academic official/unofficial transcripts for AUS alumni. inactive/enrolled students, and AUS departments/offices.
• Provide transcripts for visiting students requested by the International Exchange Office.
• Upload transcripts to digital portals like World Education Services Quatrix platform.
• Email transcripts to educational institutions.
• Prepare packages for international and local transcript shipments.
• Issue unofficial transcripts for students on probation and academically dismissed, sending them to the Director of Academic Support Center.

Grade Exclusion Processing:

• Evaluate and process grade exclusion requests.
• Check student eligibility, enter changes to Banner, calculate CGPA and update academic standing.

Sponsored Students Reporting:

• Independently produce reports for sponsored and non sponsored students for Omani Culture Attaché, Saudi Culture Attaché, Kuwait Consulate and Bahrain Embassy.
• Coordinate with the Office of Enrollment Management/Sponsorship Liaison Officer.
• Conduct degree audits and compile student data.

Reports for AUS Departments/Offices:

• Prepare and manage reports requested by AUS departments, such as reactivated students and those not registered in the current semester.

Withdrawal Processes:

• Review and process complete and semester withdrawal requests.
• Handle no show cases and process course withdrawal requests.
• Deactivate students not registered in the current semester.

Reactivation Requests:

• Evaluate and process reactivation requests for students who interrupted their studies.
• Assist reactivated students in clearing holds and provide registration guidelines.

Academic Integrity Cases:

• Handle and maintain records of suspension and dismissal cases.
• Review and process reinstatement of suspended students.
• Coordinate with schools/colleges on absence or withdrawal notifications due to health conditions.

Correspondence and Administrative Support:

• Correspond with background screening agencies for educational verifications.
• Assist with degree audits and manage the commencement ceremony and Honors Convocation.
• Maintain tracking systems for documents and transcripts, regularly back up digital files.
• Monitor, revise, and modify instructional emails for various service requests.
• Coordinate package shipments with AUS Post Office and assist in issuing attestation certificates.

Administrative Support and Compliance of Administrative Assistant:

• Assist in issuing official letters for various purposes.
• Comply with updated policies and regulations of the Ministry of Higher Education.
• Evaluate and process P/NP grading mode change requests during the COVID 19.
• pandemic.
• Monitor student departures without informing the Office of Registrar and update academic statuses.

Customer Service and Supervision of Administrative Assistant:

• Respond to inquiries regarding various processes and services.
• Supervise the employment of students and provide training.
• Correct, proofread, and file incoming documents.
• Maintain current knowledge of AUS academic policies, procedures and college curriculum.
• Participate in exhibitions and school visits.
• Assist the Registrar with administrative functions to ensure efficient department performance.
• Perform other duties as assigned by the Registrar.

Job Requirements of Administrative Assistant

• Bachelor’s degree in business or any relevant area.
• Minimum of 3 years’ experience in administrative roles, preferably in an academic or educational setting.
• UAE National preferred.

Skills & Knowledge Desired

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy in handling records and documents.
• Proficiency in Microsoft Office, Adobe Acrobat, Blackboard.
• Effective communication and interpersonal abilities.
• Ability to work independently and collaborate with a diverse team.
• Familiar with Banner Student Information System.

Accountant Account Payable Finance AUS UAE