Assistant Office Manager

Roles and Responsibilities

• Communicates with functional managers, staff members, deans, faculty members, and students by responding to all their inquiries and satisfying all their needs.
• Establishes viable relationships with external parties and maintains regular contact with AU’s internal and external parties by communicating the Dean’s instructions, requirements, and decisions, and briefing her on important issues of interest and feedback.
• Manages the Dean’s agenda by prioritizing appointments, scheduling meetings and events, drafting minutes of meetings, and translating documents (Arabic to English and vice versa).
• Maintains accurate and up-to-date student records, including academic records and personal information.
• Prepares, reviews, and refines progress reports in coordination with related individuals; ensures that deadlines for project completion are met and problems are immediately addressed, resolved, and/or reported.
• Maintains organized and easily accessible resources within a highly automated environment, ensuring an accurate and timely flow of incoming and outgoing documents.
• Manages, conducts, and communicates all DOS office events preparations and required logistics.
• Drafts letters, announcements, memos, circulars, and emails, and communicates with all internal and external parties as needed.
• Attends meetings and updates the Dean on certain matters of interest.
• Produces reports, presentations, analytical summaries, and briefing papers.
• Conducts research on specific issues and presents the findings to the Dean.
• Performs other job-related duties as assigned by the Dean.

Qualifications & Experience:

• A bachelor's degree in a relevant field such as education, counseling, or business administration.
• Minimum 5 years of professional experience in a related role, preferably within the higher education environment.
• Fluent in both English and Arabic.

Desired Candidate Profile

• Effective management and professional communication skills.
• Demonstrable knowledge of administrative policies, procedures, and best practices as applicable to the support services.
• Ability to prioritize the workload effectively, work under pressure within a busy environment, and meet tough deadlines.
• Good knowledge of office management practices within a dynamic and highly automated work environment.
• Ability to foster cooperative work relationships within a diverse community that involves multiple internal and external parties.
• Proficiency in MS Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills in English and Arabic.
• Good knowledge of budget preparation and fiscal resource management.
• Ability to gather data, conduct research, compile information, and write reports.
• Familiarity with student services programs and regulations.
• The ability to work effectively with a diverse group of students and staff members.

Working Conditions:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.