Data Entry & Administrative Assistant

Mind Base Education; Abu Dhabi; On-site; AED 120,000 - 150,000; Full time

Job summary

An educational institution is seeking a full-time Administrative Support Specialist to manage essential reporting, transcript management, and operational coordination. The ideal candidate will have a Bachelor’s degree or significant relevant experience and must demonstrate strong attention to detail and intermediate Excel skills. Responsibilities include maintaining accurate records, supporting onboarding processes, and ensuring data compliance. This position is crucial for operational oversight and requires effective communication across various administrative tasks.

Qualifications

• Bachelor’s degree in a related field or significant experience in data entry.
• Proven experience with data management systems and reporting workflows.
• Practical expertise in document control and onboarding support.

Responsibilities

• Assist in preparation and finalization of the Monthly Progress Report.
• Upload and manage student transcripts in the Student Management System.
• Maintain accurate documentation and records management.

Skills

Attention to detail

Intermediate Excel skills

Data management

Education

Bachelor’s degree in Business Administration or related field

Diploma or Associate Degree with relevant experience

Job description

This is a full-time position responsible for assisting with the preparation, review, validation, and maintenance of reports and records that support operational oversight, compliance, and management decision-making.

The position focuses on reporting support, transcript management, system data accuracy, document control, onboarding administration, and general operational coordination. Strong attention to detail, intermediate Excel skills, and the ability to manage multiple administrative workflows are essential. Responsibilities are primarily supportive in nature and are carried out under the direction of senior management.

Key Responsibilities

Reporting & Data Management Support

• Assist in the preparation, review, and finalization of the Monthly Progress Report (MPR) by supporting data collection, audit checks, and formatting throughout the month.
• Support grade report preparation by conducting audit checks, validating data, and assisting with report compilation as required.
• Coordinate tutoring bookings for students interventions. Assist with data clean-up and data alignment and audit check activities across systems and trackers, including data reviews, pending request reports, and notes audits.
• Perform regular data checks to identify missing, inconsistent, or inaccurate information and flag observations or issues to the Senior Manager prior to report submission. Maintain accurate and timely data entry across trackers, shared files, and systems in line with agreed processes.
• Support ad-hoc data requests, report extracts, and validations as requested by the Senior Manager or management team.

Transcript Entry & Records Support

• Upload student transcripts and related academic documents to the Student Management System (SMS) in accordance with established procedures.
• Maintain transcript trackers to ensure completeness, version control, and alignment with system records.
• Follow up on missing or delayed transcripts and flag gaps or issues to the Senior Manager for review.

Systems & Platform Support

• Support day-to-day data management activities within the Student Management System (SMS) and College Planner Pro (CPP).
• Assist in generating system-based extracts, trackers, and reports as required for operational or management review.
• Follow established workflows for system usage and escalate system-related issues when required.

Document Control & Records Management

• Maintain organized, accurate, and up-to-date records across OneDrive and shared folders.
• Ensure documents are properly named, version-controlled, and stored in line with internal standards.
• Assist in preparing documents and evidence files for audits, reviews, and compliance checks.

Email & Communication Support

• Manage assigned inboxes and group email communications.
• Support the drafting and sending of internal communications to Team Leads and relevant stakeholders.
• Ensure emails are monitored regularly and actions are taken or escalated as required.

Administrative & Onboarding Support

• Support onboarding administration, including account setup coordination, tracker updates, profile creation, and documentation checks.
• Assist with meeting scheduling, calendar management, interviews, and internal coordination.
• Support logistics for events, training sessions, and operational activities.
• Assist management with preparing presentations, formatting slides, and organizing meeting materials.

Process, SOP & Training Support

• Assist in documenting, updating, and organizing Standard Operating Procedures (SOPs).
• Support the creation of training materials, user guides, and instructional videos for systems and processes.
• Contribute suggestions for process improvements based on operational observations.

Compliance & Confidentiality

• Handle sensitive student and program data in line with confidentiality, data protection, and information security requirements.
• Follow internal policies and procedures at all times.
• Promptly flag data, documentation, or compliance concerns to the Senior Manager.

Requirements

• Bachelor’s degree in Business Administration, Information Management, Education Administration, Data Management, or a related field.
• Diploma or Associate Degree with significant relevant experience in data entry, administrative support, reporting, or operational coordination.
• Candidates should have proven experience with data management systems, reporting workflows, and administrative processes, along with intermediate Excel skills and attention to detail.
• Practical expertise in document control, transcript management, onboarding support, and handling sensitive data is highly valued.