Administrative Officer- Information...

Full job description

The Opportunity
The Information Technology Department seeks an incumbent for the position of Administrative Officer. To actively provide administrative support to Information Technology Department and specific IT services to students, staff and faculty.

The Responsibilities
 

• Handles Director’s daily schedule and diary.
• Designs and maintains spreadsheets for checkout system of audio\visual equipment such are digital and video cameras, projectors, VCRs and audio recorders.
• Creates and updates University personnel directory published on the Intranet.
• Maintains IT Inventory and related records.
• Maintains IT purchased equipment and purchase transactions.
• Schedules visual/audio rooms booking.
• Collaborates with vendors and the University Finance and Contracts/Procurement departments on IT quote requests, purchase orders and payments.
• Coordinates external and internal training courses for IT staff.
• Actively supports the coordination of the in-house technical training programs.
• Prepares formats and produces documents, materials, reports, meeting agendas and minutes and correspondence as required.
• Organizes and schedules meetings and appointments, coordinates catering and notifies attendees of location and timing. Produces and distributes meeting agendas and minutes as required.
• Receives incoming calls and visitors, replies to inquiries and responds to requests.
• Collects and distributes mail. Screens incoming mail, delivers outgoing mail and liaises with courier companies for collection. Arranges for IT staff transportation and travel.
• Independently designs databases or spreadsheets to track divisional information, activities or projects and trains other administrative staff on the use of these files.
• Provides document translation as required.
• Maintains personnel records of all staff within the department.
• Handles visiting consultants with logistical requests. Training and Development
• Develops and implements training programs and workshops aligned to the University strategic plan and vision.
• Accountable for the smooth running of the department, which includes all administrative responsibilities and tasks.
• May independently communicate with vendors and make decisions for small purchases in accordance with University rules of purchasing.
• Has to maintain a professional image with both internal and external clients.
• Deals with different internal clients from different levels and departments.
• Communicates with the University Finance & Purchasing departments and with vendors.
• Communicates with other departments for their IT requirements.
• Interacts with staff, faculty and students on regular basis.
• Occasional contact with Deans, Directors, and Supervisors.

The Requirements
 

• Must possess a Bachelor’s degree from an accredited institution and 2 years’ experience working in an administrative role, preferably with senior management or in an IT department. Experience with Personnel record keeping and/or inventory management is a must.
• Extensive experience with Microsoft Office, databases and researching through the Internet is essential.
• The incumbent must be Bilingual (English/Arabic).

The Benefits
The University’s benefits package is highly attractive, with competitive salaries free of tax in the U.A.E., housing, a furniture allowance, annual vacation airline tickets for the employee and immediate family, educational subsidies for children and healthcare is provided to the employee and sponsored family members. ?