Administrative Officer

GBS Dubai; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An educational institution in Dubai is seeking a dedicated administrative professional to manage student registrations and records. The role involves coordinating with the IT department, preparing academic documents, and ensuring effective communication with students and faculty. Candidates should have a Bachelor's degree, experience in an academic setting, and proficiency in MS Office. Strong organizational skills and a calm demeanor under pressure are essential for success in this role.

Qualifications

• Candidate must possess excellent communication skills, both written and verbal.
• Must have experience in academic institutions in a similar role.
• Ability to plan, implement, and report on administrative activities.

Responsibilities

• Manage student registration and maintain accurate student records.
• Coordinate with IT for the creation of student accounts.
• Prepare class attendance sheets and manage examination processes.

Skills

Effective communication

Planning and evaluation

Problem-solving

Calm under pressure

Education

Bachelor's degree

Tools

MS Office

IT Systems

Job description

Job Objective

• Student Registration
• Progression & Completion
• Student Request / Customer Services
• Conduct of any Examination
• Student File Management
• Other Administrative duties required

Operation Responsibilities

• Handling Student Registration
  • Preparation of student list for new intake students
  • Coordination with IT team for the creation of GBS student mails
  • Sending welcome mails to students with their email credentials
  • Creation of Batches in the system as per the workload allocation / Class Schedule.
  • Enrolment / Unenrollment of student units in Academia
  • Notifying IT team on the update of enrolment/ unenrollment of students in Moodle
  • Short Course student enrolment
• Preparation and Review of Student List for:
  • PSA Exam
  • Student Enrolment / Registration
  • Student Activation in Academia
  • Student Attendance
• Follow-up pending attendance entry of Student from Faculty
• Closing and Completion of Registration
• Review of Enrolment / Postponement / Deferral / Cancellation
• Review and Register Students for Retake Units and Enrolling students for Retake Units Courses
• Preparation of Class Attendance Sheet
• Review and Re-activate Old PPND / Deferral Students
• Review and Updates of Student Strength
• Preparation of Student Demographic as and when required
• Preparation of KHDA’s required data in coordination with Sr. Admin Manager
• Preparation of Pearson Certificates for KHDA attestation
• Preparation and review of Semester Progression and Retention of Students
• Review of Graduating Students and Academic & Admissions Documents
• Review of Pending Students Academic Status & take necessary action
• Student File Management
  • New
    • Review of new student files
    • Auditing of documents
    • Follow-up missing documents
    • Updates of documents
  • Existing
    • Auditing of documents
    • Follow-up missing documents
• File Audit Management
  • Personal Information Updates / Photo
  • Passport & Visa Updates / Document Expiry
  • Contact Details (Local & International)
• Student File Scanning and Uploading
• Preparation and Printing of GBS Completion certificates and transcripts
• Preparation of Marks' Transcript upon student request
• Develop and maintain a filing system
• Preparation of student list for Registration to Pearson EOL.
• Compilation and Preparation of Pearson invoices for Finance payment.
• Assist in conduct of all examinations (Diagnostic / PSA / ACCA)
• Class & Attendance Reports
• Handling student request
• Calling students for different purposes
• Coordination with various governing bodies
• Review and calling of Students for the ff:
  • Missing student documents / details
  • Retake Units
  • Postponement / Cancellation / Re-activation
  • Withdrawal Students
  • Pending Documents submissions
• Publishing of results
• Assist in the preparation of regularly scheduled reports
• Other Student Administrative duties required

Key Responsibilities/Duties

Functional Role:

• Student Registration
• Progression & Completion
• Student Request / Customer Services
• Student File Audit
• Conduct of Examination

Job Specifications

Knowledge/ Skill Area Knowledge Level

• Ability to communicate effectively in writing and to prepare written and electronic documents.
• Ability to plan, implement, evaluate and report activities conducted
• Ability to communicate orally, both in person and by telephone.
• Ability to present oneself in an authoritative manner to the students and professional manner to the Faculty members
• Ability to be both consistent and flexible as circumstances warrant.
• Ability to remain calm and supportive in administrative emergencies and/or crises when provided with appropriate supervision and direction.
• Be energetic and have a positive attitude

Preferred Qualifications

• A bachelor’s degree in any field from an accredited college or university.
• Proficient in MS Office (Excel, Word, PowerPoint) and other office applications
• Familiar with IT Systems (for data management and reporting purposes)
• Excellent communication skills to address student queries (both in person and email queries)
• Candidates with experience in Academic Institutions (in the similar role) – Essential
• Good collaborator and team player.

Preferred Experience

• 3 to 5 yrs. of experience in the same field