Administrative Assistant

Job Summary:

The American University of Ras Al Khaimah (AURAK) is seeking three highly organized, detail-oriented, and service-focused Administrative Assistants to provide dedicated administrative support across its academic Schools:

• School of Arts and Sciences – 1 position
• School of Engineering and Computing – 2 positions

Each Administrative Assistant will be assigned to one of AURAK’s Schools and will work closely with the respective Dean, Department Chairs, faculty members, students, and relevant University offices.

The role provides comprehensive day-to-day administrative support to the assigned School, ensuring that academic and administrative activities are coordinated efficiently, accurately, and on time. The position will support faculty members and Department Chairs with course materials, academic records, administrative requests, meetings, communications, room bookings, accreditation documentation, and coordination with various University departments.

The Administrative Assistant will also serve as a key point of contact for the assigned School, responding to enquiries from students, faculty, staff, visitors, and other stakeholders while maintaining accurate records and handling confidential information in accordance with AURAK policies and procedures.

Job Description:

Administrative Assistant

School of Arts and Sciences and School of Engineering and Computing

American University of Ras Al Khaimah (AURAK), UAE

General Information About Institution

The American University of Ras Al Khaimah (AURAK) is an independent co-education institution of Higher Education that provides an integrated American-style, undergraduate and graduate education. All programs are accredited by the Ministry of Education of the UAE; additionally, it is accredited by the U.S. regional accreditation association, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The American model of higher education ensures not only skills in specific academic fields, but also a general education curriculum that exposes students to new ideas and ways of thinking critically about local and global issues. AURAK is a young and rapidly growing university. AURAK is located in Ras Al Khaimah, one of the Northern Emirates and a rapidly growing region. The beauty of Ras Al Khaimah is reflected in its traditions and diverse landscapes — its white sandy beaches, the majestic Hajjar Mountains, the expansive desert and its sand dunes, and the many historical sites.

AURAK values diversity, inclusiveness and cultural authenticity where all individuals are treated based on their merits and abilities. AURAK is proud to be an equal opportunities employer and encourages applications from all qualified applicants irrespective of race, color, religion, gender, national origin, disability, or age.

About the Role

The American University of Ras Al Khaimah (AURAK) is seeking three highly organized, detail-oriented, and service-focused Administrative Assistants to provide dedicated administrative support across its academic Schools:

• School of Arts and Sciences – 1 position
• School of Engineering and Computing – 2 positions

Each Administrative Assistant will be assigned to one of AURAK’s Schools and will work closely with the respective Dean, Department Chairs, faculty members, students, and relevant University offices.

The role provides comprehensive day-to-day administrative support to the assigned School, ensuring that academic and administrative activities are coordinated efficiently, accurately, and on time. The position will support faculty members and Department Chairs with course materials, academic records, administrative requests, meetings, communications, room bookings, accreditation documentation, and coordination with various University departments.

The Administrative Assistant will also serve as a key point of contact for the assigned School, responding to enquiries from students, faculty, staff, visitors, and other stakeholders while maintaining accurate records and handling confidential information in accordance with AURAK policies and procedures.

Key Responsibilities

• Provide day-to-day administrative support to faculty members and Department Chairs within the assigned School, including preparing, formatting, printing, copying, and organizing course materials, handouts, examination papers, and other academic documents.
• Receive, log, prioritize, and follow up on faculty requests through appropriate tracking systems or email to ensure requests are completed accurately and within established deadlines.
• Collect, organize, maintain, and file course files and accreditation-related documentation and evidence, including syllabi, assessment records, and samples of student work.
• Assist faculty members with administrative requests related to travel, conferences, procurement, purchases, and expenses, and coordinate with HR, Finance, and other University offices as required.
• Support the onboarding of new faculty members by coordinating office arrangements, keys, stationery, IT accounts, and introductions in collaboration with HR, IT, Facilities, and other relevant departments.
• Reserve classrooms, laboratories, and meeting rooms for make-up sessions, examinations, meetings, and School events, and communicate room changes to relevant faculty members and students.
• Serve as the first point of contact for the assigned School by answering and transferring telephone calls, taking messages, and responding to email and walk-in enquiries from students, staff, faculty members, visitors, and other stakeholders.
• Provide professional and timely assistance to students, faculty, staff, and visitors and direct enquiries to the appropriate person or department when required.
• Prepare letters, memoranda, presentations, spreadsheets, reports, and other administrative documents using Microsoft Office applications.
• Maintain accurate electronic and physical files, spreadsheets, databases, records, and other School documentation to ensure information is complete, organized, and readily accessible.
• Schedule School and Department meetings and committees as assigned, prepare agendas and meeting materials, record minutes, and track agreed action items and follow-up requirements.
• Order, monitor, and maintain stationery, office supplies, and equipment to support the smooth and uninterrupted operation of the assigned School.
• Handle incoming and outgoing mail, correspondence, courier requests, and other administrative deliveries as required.
• Handle confidential information securely, including student records, examination papers, faculty files, and other sensitive documents, in accordance with AURAK policies and procedures.
• Maintain records of classroom and office keys and coordinate the issue and return of keys in accordance with established procedures.
• Coordinate security approvals and access arrangements for visitors to the School, as required.
• Coordinate with University offices and service providers to facilitate the timely completion of School-related administrative requirements.
• Maintain effective communication with the Dean, Department Chairs, faculty members, students, and relevant University departments to ensure smooth daily operations.
• Assist with School activities, events, examinations, meetings, and other academic and administrative initiatives as assigned.
• Perform other related duties as assigned.

Key Result Areas and Duties

KRA 1: Faculty Support (50%)
KRA 2: Office Administration and Communication (35%)
KRA 3: Security and Compliance (15%)

Academic and Professional Qualifications

• Essential: Bachelor’s degree in Business Administration, Office Management, or a related field.
• Desirable: Recognized office administration or IT certification, such as Microsoft Office Specialist.

Work Experience

Essential:

• 1–2 years of secretarial or administrative experience.
• Experience providing administrative support in a professional environment.

Desirable:

• Experience working in a university, college, school, or other higher education environment.
• Experience supporting multiple stakeholders and managing a range of administrative requests and deadlines.

Skills and Knowledge

• Good working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills and excellent attention to detail.
• Ability to manage multiple tasks, prioritize competing requirements, and meet deadlines.
• Good written and verbal communication skills.
• Good business English, including spelling, grammar, punctuation, and proofreading skills.
• Strong interpersonal skills and a helpful, service-focused approach.
• Ability to maintain accurate records, databases, files, and administrative documentation.
• Ability to prepare routine correspondence, reports, presentations, and other administrative documents.
• Ability to handle confidential and sensitive information with discretion.
• Basic problem-solving and follow-up skills.
• Ability to work independently and collaboratively as part of a team.
• Ability to communicate effectively with faculty, students, staff, visitors, and external stakeholders.
• Ability to work effectively in a fast-paced academic environment while maintaining accuracy and professionalism.

Language Proficiency Required

Fluent in English, written and spoken – essential.

Arabic – preferred.

Working Relationships

AURAK Offices and Departments

Deans of the Schools
Department Chairs
Faculty Members
Students
Registrar
Human Resources
Finance
Facilities
Information Technology
Security
Other University Offices and Departments

External Stakeholders

Visitors and Guests of the Schools
Suppliers and Service Providers
Companies and Organizations
Government Institutions

Key Behaviors

Service Excellence
Professional Ethics and Integrity
Problem-solving
Time Management
Teamwork