Admin Coordinator - UAE Nationals Only

Ajman University; Ajman; On-site; AED 60,000 - 90,000; Full time

Job summary

Ajman University in Ajman, United Arab Emirates, seeks an Administrative Coordinator to provide administrative and operational support to the Department under the Head of Department. The role manages records, meetings, student-related processes, internship administration, scheduling, events, and outreach, coordinating with students, faculty and offices to ensure smooth operation.

Strong Microsoft Office skills, familiarity with ERP systems, excellent English communication, and discretion with

Qualifications

• Bachelor’s degree in Business Administration, Management or a related field from an accredited institution.
• Minimum of 3 years of administrative experience, preferably in a higher education institution.

Responsibilities

• Provide day-to-day administrative support to the Head of Department and support the smooth operation of departmental activities.
• Prepare, organize and maintain departmental records, correspondence, forms, reports, meeting documents and other administrative documentation in accordance with University procedures.
• Coordinate administrative communication with students, faculty members, other University offices and external stakeholders as required.
• Coordinate and follow up with University administrative units on departmental requests and pending matters.
• Support the organization of Department Council meetings, committee meetings and departmental activities, including preparation of documents, coordination, follow-up and record keeping.
• Support student-related administrative processes, including circulation of official information, collection and consolidation of required documents and lists, and follow-up on cases referred by the Head of Department or relevant coordinators.
• Support student admission and registration processes during designated admission and registration periods, including assisting students with registration-related procedures, following up on pending cases, and coordinating with the relevant University offices in accordance with approved policies and systems.
• Maintain consolidated student placement records and prepare the relevant forms and documentation.
• Support departmental events, workshops, visits and engagement initiatives, including logistics, documentation, invitations, attendance records and follow-up.
• Represent and support the Department in University recruitment campaigns, open days, exhibitions, school visits and other student recruitment and outreach activities.
• Provide prospective students with approved information about the Department’s academic programs.
• Assist in compiling departmental data and supporting the preparation of periodic reports, accreditation-related documentation, KPI evidence and other administrative submissions.
• Maintain confidentiality and ensure that all administrative tasks are performed in accordance with University policies, procedures and applicable systems.
• Perform other related administrative duties assigned by the Head of Department within the scope of the position.

Skills

Communication skills

Organizational skills

Team collaboration

Attention to detail

Customer service

Education

Bachelor’s degree in Business Administration, Management or related field

Tools

Microsoft Office

ERP systems

Job description

Job Description:

SUMMARY OF FUNCTIONS:

The Administrative Coordinator provides administrative and operational support to the Department under the supervision of the Head of Department. The role coordinates departmental records, meetings, student-related administrative processes, internship administration, scheduling, events and outreach activities, and liaises with students, faculty members and University offices to support the smooth operation of the Department.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Departmental Administration

  • Provide day-to-day administrative support to the Head of Department and support the smooth operation of departmental activities.

  • Prepare, organize and maintain departmental records, correspondence, forms, reports, meeting documents and other administrative documentation in accordance with University procedures.

  • Coordinate administrative communication with students, faculty members, other University offices and external stakeholders as required.

  • Coordinate and follow up with University administrative units on departmental requests and pending matters.

  • Support the organization of Department Council meetings, committee meetings and departmental activities, including preparation of documents, coordination, follow-up and record keeping.

  • Support student-related administrative processes, including circulation of official information, collection and consolidation of required documents and lists, and follow-up on cases referred by the Head of Department or relevant coordinators.

  • Support student admission and registration processes during designated admission and registration periods, including assisting students with registration-related procedures, following up on pending cases, and coordinating with the relevant University offices in accordance with approved policies and systems.

  • Maintain consolidated student placement records and prepare the relevant forms and documentation.

  • Support departmental events, workshops, visits and engagement initiatives, including logistics, documentation, invitations, attendance records and follow-up.

  • Represent and support the Department in University recruitment campaigns, open days, exhibitions, school visits and other student recruitment and outreach activities.

  • Provide prospective students with approved information about the Department’s academic programs.

  • Assist in compiling departmental data and supporting the preparation of periodic reports, accreditation-related documentation, KPI evidence and other administrative submissions.

  • Maintain confidentiality and ensure that all administrative tasks are performed in accordance with University policies, procedures and applicable systems.

  • Perform other related administrative duties assigned by the Head of Department within the scope of the position.

REQUIRED QUALIFICATIONS:

• Education: Bachelor’s degree in Business Administration, Management or a related field from an accredited institution.

  • Experience: Minimum of 3 years of administrative experience, preferably in a higher education institution or an academic department.

KNOWLEDGE & SKILLS:

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint and Outlook), including preparation of correspondence, lists and reports.

  • Familiarity with student information and ERP systems is an advantage.

  • Good written and spoken communication skills in English; Arabic is an advantage.

  • Strong organizational skills, with the ability to manage multiple tasks and meet deadlines during peak periods such as registration.

  • Accuracy and attention to detail in record keeping and documentation.

  • Good interpersonal and customer service skills in dealing with students, faculty members and visitors.

  • Ability to handle confidential information with discretion.

  • Ability to work collaboratively with faculty members and University offices, and to follow up tasks to completion.

WORKING CONDITIONS:

• Work is normally performed in a typical interior work environment, which does not subject the employee to any unpleasant elements. The position may entail work after duty hours, on weekends, holidays and in emergency (i.e. may be subject to “on-call” responsibilities).

SUPERVISION:

Report to: Head of Department

Subordinates: None