Graduate Studies Administrative Assistant - Dubai

The American University in the Emirates is searching for an efficient Graduate Studies Administrative Assistant to provide crucial administrative support to the Graduate Studies Unit and its initiatives within the university. The role involves facilitating communication and colla ...

Job description

The American University in the Emirates is searching for an efficient Graduate Studies Administrative Assistant to provide crucial administrative support to the Graduate Studies Unit and its initiatives within the university. The role involves facilitating communication and collaboration between academic and administrative divisions. Reporting to the Vice President for Research, the Graduate Studies Administrative Assistant will assist in managing administrative tasks, maintaining project documentation, and supporting the implementation of strategic initiatives. This role requires strong organizational skills, attention to detail, and the ability to work effectively in a dynamic academic environment.

Qualifications & Experience

• Master's Degree or a bachelor's degree in a relevant field (e.g., business administration, public administration, communications) from an accredited university 
• Previous experience in administrative support roles, preferably in a higher education or academic setting.
• Preferably bilingual (speaks English and Arabic fluently)

Skills / Training / Knowledge

• Strong organizational skills with the ability to prioritize tasks, manage deadlines, and multitask effectively.
• Excellent communication skills (bilingual proficiency in English and Arabic preferred), both written and verbal.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Attention to detail and accuracy in performing administrative tasks, maintaining documentation, and managing data.
• Ability to work independently with minimal supervision and collaboratively within a team environment.
• Knowledge of academic / administrative programs, students' policies and procedures. 
• Effectively resolves daily matters independently.

Job Description

1. Administrative Support
   a.    Provide administrative support to the Graduate Studies Unit, including scheduling meetings, managing calendars, preparing agendas, presentations, reports, and taking meeting minutes.
   b.    Coordinate logistical arrangements for events, workshops, and meetings, ensuring smooth execution.
   c.    Organize and maintain documentation, including program guidelines, student records, and compliance files.
2. Data Management and Reporting
   a.    Perform data entry tasks, maintaining databases and spreadsheets to ensure data accuracy and completeness.
   b.    Prepare reports and summaries related to program statistics, student progress, and other key metrics.
3. Compliance and Policies
   a.    Support project compliance with academic policies, regulatory requirements, and graduate program standards.
   b.    Maintain confidentiality and integrity in handling sensitive information related to students and research.
4. Communication and Liaison
   a.    Facilitate communication and collaboration between the Graduate Studies Unit, other university departments, and external stakeholders.
   b.    Provide bilingual support (English and Arabic) in communication and documentation where required.
5. Professional Development and Other Duties
   a.    Participate in training sessions and professional development opportunities to enhance knowledge and skills.
   b.    Perform any other tasks as assigned by the Vice President for Research in alignment with the strategic goals of the Graduate Studies Unit.

About American University in the Emirates (AUE):

The American University in the Emirates (AUE) invites applications from well-qualified candidates for a range of faculty and administrative positions. AUE is located in Dubai Intl. Academic City.

AUE is not just a place of learning but a hub of innovation and growth, where your expertise and aspirations find a welcoming environment.

At AUE, we believe Nothing is Impossible is the Pathway to Success

AUE comprises seven dynamic colleges: College of Law, College of Education, College of Design, College of Business Administration, College of Health Science, College of Media and Mass Communication, College of Computer Information Technology and College of Security and Strategic Studies. Each college boasts unique strengths and prestigious accreditations, reflecting our commitment to providing a world-class education.

The American University in the Emirates is accredited by SACSCOC (the Southern Association of Colleges and Schools Commission on Colleges) to award baccalaureate and master's degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels

The American University in the Emirates is officially licensed to operate as a higher education institution and all its programs are accredited by CAA (the Commission for Academic Accreditation), Ministry of Education, United Arab Emirates.

The College of Business Administration is a proud member of AACSB (The Association to Advance Collegiate Schools of Business), and its degree programs (Bachelor of Business Administration, Master of Business Administration, Master of Sport Management) are accredited by AACSB) as of 2022.

The Bachelor of Computer Science in the College of Computer Information Technology is accredited by the Computing Accreditation Commission of ABET.

NASAD (The National Association of Schools of Art and Design) has granted the Bachelor of Science in Fashion Design, Bachelor of Science in Graphic Design, Bachelor of Science in Interior Design, and Bachelor of Science in Animation in the College of Design, the designation of Substantial Equivalency with accredited programs in the United States.