Administrative Assistant ICT & IT Security American University of Sharjah
Full time @American University of Sharjah posted 10 months ago Shortlist Email JobJob Detail
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Job ID 8948
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Career Level Fresh
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Experience Fresh
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Gender Female|Male
Job Description
The Administrative Assistant at American University of Sharjah is responsible to support the Executive Director of ICT and IT Security and perform a wide range of complex office administration. The position will serve as the primary contact for the unit and will triage incoming communications to ensure operational effectiveness.
Responsibilities of Administrative Assistant
- Provide a wide range of complex office administration and support to the Executive Director of ICT and IT Security, including subject research, information gathering and analysis, document and communications reviews.
- Receive and triage incoming communications to appropriate staff, facilitate response or action and monitor follow up to ensure completion.
- Maintain the Executive Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences.
- Provide meeting support including preparation, conducting research and accurately recording minutes from meetings and follow up of actions.
- Liaise and support ICT & IT Leadership Team and attend daily meetings.
- Support the Executive Director and wider team with staff travel and hotel arrangements, including appropriate authorization and reimbursement of expenses.
- Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, communication, day of support, and invoice/billing management.
- Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
- Prepare reports by collecting and analyzing information from a variety of sources.
- Provide historical reference by developing, maintaining and utilizing filing and retrieval systems and recording meeting discussions.
- Provide project support by assigning work to clerical staff and following up on results.
- Contribute on occasion, to managing excessive workloads by adopting a project coordination role or taking responsibility for a project work stream to deliver a critical outcome.
What Will You Do More
- Develop, implement and administer departmental office systems and procedures. Establish office procedures, policies and operations.
- Interpret and communicate policies and processes.
- In partnership with Executive Director and members of the ICT leadership team, continually look for ways to evolve and improve operational efficiency of systems and processes affecting staff and office operations.
- Maintain the office budget, petty cash, reimbursements and key account invoices and execute requisitions, seek delegated approvals and payment follow up through Finance.
- Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
- Support Executive Director of ICT with procurement requirements (Requisition, approvals, follow up).
- Act as departmental System Administrator, including staff leave approvals, amendments, leave forecasts, and telephone bill management as per HR policy.
- Maintain IT conference/training room bookings and request other AUS rooms when required.
- Maintain customer confidence and protects operations by keeping information confidential.
Job Requirements of Administrative Assistant
- Degree and/or significant office management experience with a minimum of three years relevant experience in the administrative field.
- Excellent computer skills; proficiency or advanced skill in Microsoft Suite (Word, Excel, PowerPoint and Outlook) and experience with data management.
- Any other relevant experience in an academic/higher education environment.
- UAE national preferred.
Skills & Knowledge Desired
- A self starter with a high degree of energy and careful attention to detail.
- Strong sense of initiative and a process improvement mindset.
- Highly flexible, creative problem solver, with a strong ability to multitask.
- Excellent oral and written communication skills in English.
- Strong interpersonal skills.
- Execute and exhibit good judgment.
- High level of professionalism.
- Superb organizational and time management skills.
- A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
- High tolerance for ambiguity, changing work priorities and deadlines and a willingness to take on responsibilities and to prioritize own work on multiple projects.
- Strong commitment to the mission and goals of the organization.
- Aware of and able to navigate diverse cultural backgrounds.
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