Administrative Coordinator (UAE National)

Job Title: Administrative Coordinator
College/Office: Deanship of Research and Graduate Studies and Research (DRG)
 

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.

SUMMARY OF FUNCTIONS:

•    Under the general supervision of the Dean of Research and Graduate Studies, the Administrative Coordinator is responsible for the overall administrative management of the Deanship of Research and Graduate Studies.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Ensure the meticulous and precise completion, archival, and maintenance of all paperwork pertaining to the Deanship of Research and Graduate Studies. This necessitates a meticulous attention to detail and an unwavering commitment to maintaining an accurate and comprehensive record of all relevant documentation (digital as well as on paper, as necessary). 
•    Coordinate and communicate with various stakeholders (e.g. academic colleges, research centres, adjunct research associates/professors, graduate students etc.) related to the Deanship of Research and Graduate Studies as well as other offices such as Office of Finance, Office of Procurement, Budget, Audit, OIPE, Office of VCAA, etc.
•    Provide administrative support and maintain records of ongoing AU internal as well as external research grants grant proposals/projects.
•    Assist Dean of Research and Graduate Studies in conducting review of AU funded research grant proposals, coordinate with external referees, and process project review reports and payments of external reviewers.
•    Provide administrative assistance to other tasks related to the Deanship of Research and Graduate Studies, e.g. compile and extract KPI data, research data processing and analysis from Scopus, process publication charges payments, process Hourly Paid Research Assistants (HPRA) hiring/payments, processing and maintaining a record of all conference participation applications, maintaining attendance of sponsored graduate assistants and coordinating with the other relevant offices in the university, organizing AU students’ research day etc..
•    Receive internal and external DRG office enquiries (phone calls and/or emails) in a friendly and efficient manner.
•    Schedule DRG meetings and other events, drafting announcements, record and maintain minutes of meetings and coordinate meeting/event locations, catering, AV, etc., as required.
•    Arrange purchase of office supplies and other goods for the office.
•    Ensure compliance with all AU and DRG policies and procedures in all operations.
•    Coordinate and communicate with faculty, staff, and students (when needed) on behalf of the Deanship of Research and Graduate Studies, ensuring that all parties are informed of relevant policies and procedures.
•    Perform other duties as assigned by the Dean of Research and Graduate Studies.