Administrative Officer - Library & Learning Commons
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Key skills for this role
About the Role
Zayed University seeks an Administrative Officer to provide administrative and secretarial support to the Library & Learning Commons. The role involves scheduling meetings, managing correspondence, ordering supplies, tracking budgets, and supporting librarians.
Key Skills for This Role
Responsibilities
- Assist in organizing and scheduling meetings/workshops, take minutes and attendance
- Welcome and liaise with students, faculty, staff and visitors on behalf of the Director
- Distribute internal and external correspondence effectively
- Develop and maintain electronic and paper files/folders and office administration procedures
- Answer general queries and instigate appropriate response systems
- Assist in organizing facilities and hospitality for Library and Learning Commons activities
- Order stationery, supplies and equipment; obtain quotations and prepare purchase requisitions
- Process and keep records of invoices; track fund expenditure and maintain logs using Excel
- Maintain Director's appointment calendar and remind of appointments
- Support librarians and Learning Commons partners by booking classrooms and coordinating events
- Contribute to Library Teams and discussions about policies and procedures
- Engage in Public Services unit activities, including service desk duties (may include evenings/weekends)
Requirements
- Bachelor's degree or equivalent combination of education, skills and experience
- Minimum 2 years' experience working in a customer focused environment
- Ability to multitask, plan and organize events, office procedures and tracking systems
- Highly computer literate, including proficiency with Microsoft Office Suite
- Effective oral and written communication skills
- Ability to travel between Abu Dhabi and Dubai
- Fluency in Arabic/English (bilingual) preferred
Full Job Posting
The Opportunity
- The Library & Learning Commons Department is seeking an Administrative Officer to provide highly effective administrative and secretarial support to ensure efficient functioning.
- Oversees administrative needs and coordinates inter departmental meetings and activities; provides assistance to senior management, librarians, archivist, and staff at both campuses.
The Responsibilities
- Assists in organizing and scheduling meetings/workshops, notifies attendees, takes minutes and attendance.
- Welcomes and liaises with students, faculty, staff and visitors on behalf of the Director; recommends action as appropriate.
- Distributes internal and external correspondence effectively and efficiently.
- Develops and maintains electronic and paper files/folders and maintains appropriate office administration procedures.
- Answers all general queries and instigates appropriate response systems.
- Assists in organizing facilities and hospitality for Library and Learning Commons activities.
- Distributes general circulars and maintains files of information for effective operations at both campuses.
- Orders stationery, supplies and equipment; obtains quotations, prepares purchase requisitions and claim forms.
- Processes and keeps records of all invoices.
- Tracks fund expenditure and maintains logs through Excel; advises Director and Leadership Council on budget status.
- Maintains Director's appointment calendar and reminds of appointments.
- Supports librarians and Learning Commons partners by booking classrooms, coordinating special events, and communicating on facilities and services.
The Requirements
- Must possess a minimum of a bachelor’s degree or equivalent combination of education, skills and a minimum of 2 years’ experience working in a customer focused environment.
- Must be able to multitask, as well as plan and organize events, office procedures and tracking systems.
- Must be responsible, extremely reliable, and able to work independently.
- Must be highly computer literate, including proficiency with the Microsoft Office Suite.
- Must be able to communicate effectively both orally and in writing.
- Ability to travel between Abu Dhabi and Dubai.
- Basic understanding of academic libraries’ functions and workflow.
- Project oriented with an ability to deliver results on time.
- Excellent communication skills with people at all levels.
- Multitasking skills and the ability to prioritize tasks.
- High degree of accuracy with good attention to detail.
- Confidentiality, empathy, tact, and discretion when dealing with people.
The Benefits
- Competitive tax free salaries in the UAE.
- Cash housing, annual vacation airline tickets for employee and immediate family.
- Educational subsidies for children.
- Healthcare for employee and sponsored family members.
To Apply
- Complete the online application form, attach a cover letter, a current CV, and the names and contact details of three professional references.
- Only selected candidates will be contacted for an interview.
- For further inquiries, contact Recruitment@zu.ac.ae.
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