Summary
United Arab Emirates University is seeking an Administrative Officer to support the Office of the Dean in its College of Science. The role covers correspondence, calendars, meetings and minutes, events, records, reports, recruitment coordination, and follow-up on requests and action items. Applicants must be UAE Nationals and have a bachelor’s degree; relevant administrative or executive support experience is required, with university experience preferred. Strong written and verbal communication in English and Arabic and proficiency in Microsoft Office and Teams are required.
The posting
As published on uaeu.ac.ae. Pulled from the employer's site and shown as they wrote it.
Job description
**Eligibility: UAE Nationals only**
The College of Science is seeking a highly organized, professional, and proactive **Administrative Officer** to provide administrative and operational support to the **Office of the Dean**. The successful candidate will coordinate closely with the Dean, academic departments, faculty and staff, and relevant university units.
### Key Responsibilities
* Provide day-to-day administrative and executive support to the Dean’s Office and serve as a key point of contact for faculty, staff, students, visitors, and university units.
* Manage correspondence, emails, telephone inquiries, calendars, appointments, official visits, and College activities, ensuring appropriate and timely follow-up.
* Prepare and format official correspondence, announcements, letters, memos, reports, presentations, forms, and other administrative documents.
* Coordinate **College Council and other official meetings**, including scheduling, invitations, agendas, supporting documents, meeting arrangements, and circulation of materials.
* Attend meetings, **take accurate notes, prepare official meeting minutes, document decisions and action items, and follow up on their implementation**.
* Coordinate College events, workshops, seminars, and official visits, including venues, IT support, transportation, visitor access, and other logistical arrangements.
* Support the preparation of **College newsletters, annual reports, publications, accreditation documents, and institutional reports**, including collection and verification of required information.
* Coordinate administrative requirements with relevant university units, including **HR, Research, IT, Facilities, Transportation, Security, and Printing Services**.
* Support HR and faculty recruitment processes, including required forms, candidate communication, and interview arrangements.
* Maintain accurate administrative records, contact and distribution lists, meeting documentation, and electronic archives.
* Track pending requests, approvals, deadlines, decisions, and action items and ensure timely follow-up.
* Maintain strict **confidentiality and professionalism** and ensure compliance with university policies and procedures.
* Perform other administrative duties and special assignments as requested by the Dean or College management.
Minimum qualification
Bachelor Degree
Preferred qualification
Qualifications and Requirements
• Applicant must be a UAE National.
• Bachelor’s degree in any related field.
• Relevant experience in administrative or executive support; experience within a university or higher-education environment is preferred.
• Excellent written and verbal communication skills in English and Arabic.
• Strong organizational, coordination, communication, and time-management skills.
• Demonstrated ability to manage multiple tasks, deadlines, and priorities simultaneously.
• Strong attention to detail and accuracy in preparing official documents, reports, and meeting minutes.
• Ability to communicate professionally with senior management, faculty, staff, students, visitors, and external stakeholders.
• Ability to work independently, take initiative, and follow up on assignments until completion.
• High level of professionalism, discretion, confidentiality, flexibility, and dependability.
Technical Skills
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to prepare professional presentations, reports, meeting minutes, and administrative documents.
• Experience managing electronic files, calendars, mailing lists, shared records, and online administrative systems and portals.
• Basic design and formatting skills for announcements, invitations, newsletters, and other communication materials are an advantage.
Expected skills
Preferred Competencies
The ideal candidate should be highly organized, dependable, proactive, professional, detail-oriented, responsive, and able to work effectively in a fast-paced academic environment. The candidate should demonstrate strong interpersonal skills, sound judgment, and the ability to collaborate effectively across academic and administrative units.
Department
Dean's Office - (COS)
College or division
College of Science - (COS)