School Administrator

Heriot Watt University; Abu Dhabi; On-site; AED 144,000 - 192,000; Full time

Job summary

The School Administrator role at Heriot Watt University (Dubai Campus) is a full-time position based in Dubai. You will provide day-to-day administrative support to the School of Social Sciences, act as a first point of contact for queries, and maintain accurate records and processes to ensure efficient operations.

The role also supports academic activities and student events, coordinates meetings, travels, inductions, and onboarding, and collaborates with colleagues to improve service delivery.

Responsibilities

• Provide day-to-day administrative support to ensure the efficient running of the School of Social Sciences
• Act as a friendly and professional first point of contact for administrative queries from students, colleagues and external stakeholders
• Maintain accurate records documentation and administrative processes
• Assist with the administration of academic programmes and student activities including field trips, guest events and end-of-course celebrations
• Support assessment and examination processes where required
• Help coordinate student induction activities, welcome events and engagement initiatives
• Respond to routine student enquiries and direct more complex matters to the appropriate colleague
• Organise and support meetings, workshops, seminars, guest lectures and School events
• Arrange venues, prepare documentation, distribute agendas and record action points
• Support follow-up activities to ensure agreed actions are completed
• Assist with purchase orders, supplier communications and invoice processing in line with University procedures
• Coordinate travel and accommodation arrangements when required
• Monitor office resources and support the smooth delivery of administrative services
• Help facilitate onboarding and induction arrangements for new members of staff
• Collaborate with colleagues across the School, Dubai Campus and wider University
• Contribute ideas to improve processes, efficiency and the overall service experience
• Provide support and cover for colleagues during busy periods or absences
• Undertake other duties appropriate to the role and grade

Job description

Job Posting Title School Administrator Grade Grade 4 FTE and working pattern Full Time 35 Hours a week Department Registry and Student Services Location Dubai Campus

Key Responsibilities

Supporting the School

• Provide day-to-day administrative support to ensure the efficient running of the School of Social Sciences
• Act as a friendly and professional first point of contact for administrative queries from students
• colleagues and external stakeholders
• Maintain accurate records documentation and administrative processes

Supporting Students and Academic Activities

• Assist with the administration of academic programmes and student activities
• including field trips
• guest events and end-of-course celebrations
• Support assessment and examination processes where required
• Help coordinate student induction activities
• welcome events and engagement initiatives
• Respond to routine student enquiries and direct more complex matters to the appropriate colleague

Meetings and Events

• Organise and support meetings
• workshops
• seminars
• guest lectures and School events
• Arrange venues
• prepare documentation
• distribute agendas and record action points where required
• Support follow-up activities to ensure agreed actions are completed

Operational Support

• Assist with purchase orders
• supplier communications and invoice processing in line with University procedures
• Coordinate travel and accommodation arrangements when required
• Monitor office resources and support the smooth delivery of administrative services
• Help facilitate onboarding and induction arrangements for new members of staff

Working as Part of the Team

• Collaborate with colleagues across the School
• Dubai Campus and wider University
• Contribute ideas to improve processes
• efficiency and the overall service experience
• Provide support and cover for colleagues during busy periods or absences
• Undertake other duties appropriate to the role and grade

Who We're Looking For

We are looking for someone who is highly organised, personable and motivated, with experience providing administrative support in a professional environment. You will be confident managing multiple priorities, communicating with a wide range of people and delivering excellent customer service. You'll thrive in this role if you:

• Enjoy working with and supporting people.
• Have strong organisational and time-management skills.
• Take a proactive approach and use initiative.
• Communicate clearly and professionally.
• Are comfortable working independently as well as part of a team.
• Have excellent attention to detail and can manage confidential information with discretion.
• Are proficient in Microsoft Office applications including Word, Excel, Outlook and PowerPoint.
• Experience within a university or educational environment would be advantageous but is not essential.