Administrative Officer

The Opportunity 
The Library & Learning Commons Department is seeking an incumbent for the position of Administrative Officer to provide highly effective administrative and secretarial support to the department to ensure the Library and Learning Commons function efficiently. Oversees administrative needs of the Library and Learning Commons and coordinates inter-departmental meetings and activities; provides administrative assistance to senior management, librarians, archivist, and staff of the Library and Learning Commons at both campuses.

The Responsibilities 

• Assists in organizing and scheduling meetings/workshops, notifies attendees of location and timing, and takes minutes and attendance for file and distribution as appropriate.
• Welcomes and liaises with students, faculty, staff and visitors on behalf of the Director. Listens to their concerns and decides if they need to see the director or if someone else better meets their needs. 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 accordingly.
• Assists in organizing facilities and hospitality for Library and Learning Commons activities.
• Distributes general circulars and maintains files of information appropriate for the effective and efficient operations of all units at both campuses
• Orders stationery, supplies and equipment required by the library and the offices.
• Obtains quotations from vendors of equipment and supplies, prepares the documents for approval by the Director, prepares the purchase requisitions and claim forms and passes all information to the Purchasing Department for further action. 
• Processes and keeps records of all invoices. 
• Tracks fund expenditure and maintain logs of use through Excel and advises the Library Director and Leadership Council about the status of the budget and expenditure (Professional Development Fund, Hotel and transport funds) 
• Maintains the Director’s appointment calendar and reminds the Director of the appointments.
• Supports librarians and Learning Commons partners by booking classrooms, coordinating special events and communicating with Learning Commons partners on matters relating to facilities and services in the Learning Commons.
• Contributes to the Library Teams and the discussions about library policies and procedures to improve services.
• Engages in the Public Services unit activities, including service desk duties, which may include evenings and weekends.
• Liaisons with internal and external stakeholders to coordinate reporting functions as required. 
   

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.

Other essential requirements

• 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 within an organization.
• 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.
• Patience and sound judgment.
• A high degree of cultural awareness is essential.
• Work experience in an academic institution or library is an added advantage.
• Fluency in Arabic/English (bilingual) preferable

Desired or preferred requirements

• Work experience in an academic institution or library is an added advantage.
• Fluency in Arabic/English (bilingual) preferable

The Benefits

The University's benefits package is highly attractive, with competitive tax-free salaries in the UAE, cash housing, annual vacation airline tickets for the employee and immediate family, educational subsidies for children, and healthcare for the employee and the sponsored family members.

To Apply

In addition to completing the online application form, attach a cover letter, a current CV, and the names and contact details of three professional references.

While we appreciate all applications, you will be contacted only if selected for an interview.

For further inquiries, please contact Recruitment@zu.ac.ae