Office Manager

Roles and responsibilities

• Communicates with functional managers, staff members, deans, faculty members, and students; by responding to all their inquiries and satisfying all their needs.
• Establishes viable relationships with external parties and m aintain regular contact with AU’s internal and external parties by communicating Dean’s instructions, requirements, and decisions, and briefing her on important issues of interest and feedback.
• Manages Dean’s agenda by prioritizing appointments, scheduling meetings and events, and drafting minutes of meetings, and translating documents (Arabic to English and vice versa).
• Maintaining accurate and up-to-date student records, including academic records and personal information.
• Prepares, reviews and refines progress reports in coordination with related individuals; ensures that deadlines of projects’ completion are met and problems are immediately addressed, resolved and/or reported.
• Maintains organized and easily accessible resources within a highly automated environment; ensuring an accurate and timely flow of incoming and outgoing documents.
• Manage , conduct and communicate all DOS office events preparations and required logistics .
• Drafts letters, announcements, memos, circulars, and emails, and communicates with all internal and external parties as needed.
• Attends meetings and updates the Dean on certain matters of interest.
• Produces reports, presentations, analytical summaries and briefing papers.
• Conducts research on specific issues and present the findings to the Dean.
• Performs other different job-related duties as assigned by the Dean.
  

QUALIFICATIONS & EXPERIENCE:

• A bachelor's degree in a relevant field such as education, counseling, or business administration.
• Minimum 5 years of professional experience in a related role, preferably within the higher education environment.
  

KNOWLEDGE & SKILLS:

• Effective management and professional communication skills.
• Demonstrable knowledge of administrative policies, procedures and best practices as applicable to the support services.
• Ability to prioritize the workload in an effective manner; work under pressure within a busy environment and meet tough deadlines.
• Good knowledge of office management practices within a dynamic and highly automated work environment.
• Ability to foster cooperative work relationships within a diverse community that involves multiple internal and external parties.
• Proficiency level in MS. Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills in English and Arabic.
• Good knowledge of budget preparation and fiscal resources management.
• Ability to gather data, conduct research, compile information, and write reports.
• Familiarity with student services programs and regulations.
• The ability to work effectively with a diverse group of students and staff members.
  

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.

Desired candidate profile

• Previous experience in office management or administrative roles.
• Familiarity with financial management, budgeting, and bookkeeping practices.

Key Skills:

• Strong organizational and multitasking abilities to manage various office functions.
• Excellent verbal and written communication skills for effective interaction with staff and clients.
• Proficiency in office software (e.g., Microsoft Office Suite, project management tools).

Interpersonal Skills:

• Strong leadership and team management skills to supervise and support administrative staff.
• Ability to build and maintain positive relationships with colleagues, clients, and vendors.
• Problem-solving skills to address and resolve office-related issues effectively.

Technical Skills:

• Proficient in using office equipment and technology, including computers, printers, and phone systems.
• Experience with database management and record-keeping systems.

Personal Attributes:

• Detail-oriented and committed to maintaining high standards of quality and efficiency.
• Adaptable and able to thrive in a fast-paced environment.
• Proactive and resourceful in improving office processes and procedures.

Responsibilities:

• Oversee daily office operations and ensure a smooth workflow.
• Manage office supplies, inventory, and procurement processes.
• Assist in budget preparation and financial reporting.
• Coordinate schedules, meetings, and travel arrangements for staff.
• Serve as the primary point of contact for internal and external communications.
• Support HR functions such as onboarding and employee record management.