Overview
Administrative Assistant | School of Business Administration Jobs in Sharjah, Sharjah Emirate, United Arab Emirates at American University of Sharjah
Title: Administrative Assistant | School of Business Administration
Company: American University of Sharjah
Location: Sharjah, Sharjah Emirate, United Arab Emirates
The School of Business Administration-Marketing and Information Systems Department are seeking a highly organized and proactive Administrative Assistant to effectively support the Head of Department (HOD) and contribute to the smooth operation of our academic department on a daily basis. The successful candidate will play a crucial role in assisting with course scheduling, managing departmental records, advising students, coordinating faculty support, and contributing to various special projects.
Job Responsibilities
Academic Support to the Department Head:
Collaborate with the Department Head on academic support activities, including course offerings, scheduling and preparation of files for annual faculty evaluations.
Assist the Department Head with special projects related to accreditation, assessment and strategic planning.
Faculty Support:
Assist faculty with class preparation, book orders, photocopying exams, time tables and preparation of expense reports.
Proctor exams, if required, and provide any other necessary assistance.
Assist new faculty and lab assistants with office space arrangements, equipment setup, network access and supplies.
Undergraduate Students Support:
Advise and assist students with registration issues, change of major requests, withdrawals and petitions.
Maintain student audits and assign academic advisors.
Student Organization (SO):
Coordinate with SO and assist them in the events.
Assist SO with their reimbursements and follow up any delays.
Assist SO in purchase orders, print outs, certificates, etc.
Professorship Support:
Assist Professorship faculty with events organization, business trip, speaker approval request, purchase orders and reimbursements.
Course Registration Management:
Monitor course registration, promptly alert the HOD of low or high enrollments and waiting lists and take action to control enrollment distribution by sections during registration.
Department Meetings and Communication:
Organize department meetings, take minutes, and monitor due dates for recurring academic calendar events on behalf of the HOD.
Forward information to faculty as per the HOD’s instructions and track due dates.
Budgeting:
Monitor departmental expenditures and prepare monthly budget reports, including travel grants, reimbursements, and indirect costs.
Student Employment Management:
Manage and supervise student employment, keeping track of their records and monitoring the associated budget.
Reporting and Data Management:
Create and maintain various reports for the HOD and the department, including grade distribution, class distribution, SCH/FTE, committee reports and web updates.
Purchasing and Logistics Coordination:
Coordinate requisitions of department purchases and ensure the timely delivery
Organize department seminar series such as room reservations, equipment setup, posters and certificates.
Recruitment Support:
Assist the recruiting committee by managing master files and credential files of applicants and monitoring due dates.
Office Supplies and Filing System Management:
Manage office supplies and maintain an organized filing system for course syllabi, course files, faculty and student records and other departmental records for easy accessibility.
Back-up Support:
Provide back-up support to the Associate Dean’s office and other departments, as needed.
Qualifications And Skills Required
Bachelor’s degre…
