Administrative Officer - Library & Learning Commons

About the Role

The Library & Learning Commons Department is seeking a capable Administrative Officer to deliver efficient administrative and secretarial support, ensuring smooth operation of the Library and Learning Commons. This role involves overseeing the administrative needs and facilitating communication and coordination across departments at both campuses.

Key Duties and Responsibilities

• Coordinate and manage scheduling of meetings and workshops, notify participants, and document minutes and attendance for records and dissemination.
• Serve as the primary contact for students, faculty, staff, and visitors for the Director, addressing inquiries and directing them appropriately.
• Handle internal and external correspondence to ensure effective communication flow.
• Maintain organized electronic and physical filing systems and adhere to office administrative procedures.
• Respond promptly to general queries and initiate suitable follow-up actions.
• Support the planning of library events by managing facilities and hospitality arrangements.
• Distribute general notices and keep informational records to support efficient operations at both campuses.
• Procure stationery, supplies, and equipment as needed by the library and offices.
• Obtain vendor quotations, prepare documents for Director’s approval, manage requisitions, and liaise with Purchasing for procurement processing.
• Manage invoice records accurately.
• Monitor budget expenditures, maintain logs, and update the Library Director and Leadership Council on fund statuses including professional development and travel.
• Maintain the Director's appointment schedule and provide timely reminders.
• Assist librarians and Learning Commons partners with classroom bookings, event coordination, and communications related to facilities and services.
• Contribute to policy discussions aiming to enhance library services.
• Participate in Public Services activities including service desk duties which may require working evenings and weekends.
• Coordinate reporting with both internal and external stakeholders as needed.

Required Qualifications and Experience

• Bachelor’s degree or equivalent combination of education and relevant experience with at least 2 years in a customer-focused role.
• Proven ability to multitask, organize events, implement office procedures, and maintain tracking systems.
• High level of responsibility, reliability, and capacity to work autonomously.
• Strong computer skills, especially proficiency in the Microsoft Office Suite.
• Effective oral and written communication abilities.

Additional Essential Skills and Attributes

• Willingness and ability to travel between Abu Dhabi and Dubai campuses.
• Basic knowledge of academic library systems and operations.
• Project-oriented mindset with timely delivery focus.
• Excellent interpersonal skills for interacting with various organizational levels.
• Excellent multitasking and prioritization skills.
• Attention to detail and accuracy.
• Maintains confidentiality and exercises tact, discretion, empathy, and patience.
• Good judgment and cultural sensitivity.
• Experience in academic institutions or libraries is advantageous.
• Bilingual fluency in Arabic and English is preferred.

Preferred Qualifications

• Prior work experience in academic or library settings is highly beneficial.
• Bilingual proficiency in Arabic and English is desirable.

Benefits

The university offers an attractive compensation package including tax-free salary, cash housing allowance, annual airfare for employee and immediate family, educational subsidies for children, and healthcare coverage for employees and their sponsored family members.

Application Process

Candidates should complete the online application form, attaching a cover letter, current curriculum vitae, and contact details for three professional referees. Only shortlisted applicants will be contacted for interviews.

Contact

For any questions, please reach out to the recruitment team via email.