Administrative Assistant (UAE National only)

SUMMARY OF FUNCTIONS:

The Administrative Coordinator is responsible for providing comprehensive administrative support to the Centre for Inclusive Learning for People with disabilities at Ajman University. This role ensures the smooth and efficient operation of the centre by managing daily administrative tasks, coordinating schedules, maintaining records, and assisting with student services. The Administrative Coordinator will work closely with the centre’s team to support individuals of determination, ensuring that all operational aspects are handled with professionalism and accuracy.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage day-to-day administrative activities, including answering phone calls, responding to emails, and handling inquiries related to the centre.
• Maintain organized records and files, ensuring all documentation, reports, and student data are up-to-date and accessible.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Coordinate appointments, meetings, and events for the centre, including workshops, seminars, and student support sessions.
• Maintain the calendar for the Inclusiveness Centre team, scheduling meetings with internal and external stakeholders.
• Assist with organizing and facilitating events aimed at promoting inclusivity and awareness for people with disabilities within the university.
• Serve as the first point of contact for students, staff, and visitors to the centre, providing information and guidance as needed.
• Assist students with disabilities with administrative tasks, such as completing forms, arranging meetings, and accessing university resources.
• Support the centre’s staff with logistical and clerical tasks, ensuring smooth collaboration and communication among the team.
• Manage and update databases related to student services, including tracking student needs, services provided, and follow-up actions.
• Prepare regular reports on the centre’s activities, student interactions, and support services.
• Ensure confidentiality and data security, adhering to university policies regarding the handling of sensitive information.
• Coordinate the procurement of office supplies, assistive devices, and other materials required by the centre.
• Maintain an inventory of office and accessibility-related equipment, ensuring all resources are in good working condition.
• Assist with budget management by tracking expenses and preparing financial reports for the Centre Director.
• Liaise with the university’s finance department for the processing of invoices, payments, and other financial transactions related to the centre’s operations.
• Act as a liaison between the Inclusiveness Centre and other university departments, ensuring efficient communication and collaboration.
• Work closely with external service providers, vendors, and partners to facilitate services and programs for people of determination.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in Business Administration, Office Management, IT or a related field.
• Minimum of 4-6 years of experience in an administrative role, preferably in an educational or non-profit organization.

KNOWLEDGE & SKILLS:

• Strong organizational and multitasking abilities, with attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Excellent verbal and written communication skills in both Arabic and English.
• Ability to work collaboratively with a diverse team and maintain positive working relationships with colleagues, students, and external stakeholders.
• Strong problem-solving and decision-making abilities in a fast-paced environment.

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• Limited physical effort is required.
• No or very limited exposure to physical risk.

SUPERVISION:

Reports to: Centre Manager