Administrative Officer Library & LearningCommons
Zayed University
UAE,Dubai,Dubai
منذ 6 يوم
source : Drjobs.ae

The Responsibilities

Assists inorganizing and scheduling meetings / workshops, notifies attendees oflocation and timing, and takes minutes and attendance for file anddistribution as appropriate.

Welcomes and liaises withstudents, faculty, staff and visitors on behalf of the Director.Listens to their concerns and decides if they need to see thedirector or if someone else better meets their needs.

Recommendsaction as appropriate.

Distributes internal andexternal correspondence effectively and efficiently.

Develops and maintains electronic and paper files / folders andmaintains appropriate office administration procedures.

Answers all general queries and instigates appropriate responsesystems accordingly.

Assists in organizing facilitiesand hospitality for Library and Learning Commons activities.

Distributes general circulars and maintain files ofinformation appropriate for the effective and efficient operationsof all units at both campus

Orders stationary, suppliesand equipment required by the library and the office.

Obtains quotations from vendors of equipment and supplies, preparesthe documents for the approval by the Director, prepares thepurchase requisitions and claim forms and passes all information tothe Purchasing Department for further action.

Processesand keeps records of all invoices.

Tracks fundexpenditure in banner and maintains logs of use through Excel andadvises the Library Director and Leadership Council about thestatus of the budget and expenditure- (Professional DevelopmentFund, Hotel and transport funds)

Maintains theDirector’s appointment calendar and reminds the Directorof the appointments.

Supports librarians and LearningCommons partners by booking classrooms, coordinating special eventsand communicating with Learning Commons partners on mattersrelating to facilities and services in the Learning Commons.

Joins one of the Library Teams and contributes to thediscussions about library policies and procedures to improveservices.

The Requirements

Must have abachelor’s degree or equivalent combination of education,skills and experience.

Must have a minimum of 2years’ experience working in a customer focusedenvironment.

Must be able to multi-task, as well asplan and organize events, office procedures and trackingsystems.

Must be responsible, extremely reliable, andable to work independently.

Must be highly computerliterate including proficiency with the Microsoft OfficeSuite.

Must be able to communicate effectively bothorally and in writing.

Other essentialrequirements :

Ability to travel between Abu Dhabi andDubai

Project oriented with an ability to deliverresult on-time.

Excellent communication skills withpeople at all levels within an organization.

Multitasking skills and ability to prioritize tasks.

High degree of accuracy with good attention to detail.

Confidentiality, empathy, tact, and discretion when dealing withpeople.

Patience and sound judgment.

Highdegree of cultural awareness essential Desired or preferredrequirements :

Work experience in an academicinstitution or library is an added advantage.

Fluencyin Arabic / English (bilingual) preferable

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