Administrative Coordinator

Roles and responsibilities

The Administrative Coordinator is responsible for providing comprehensive administrative support to the Center for Inclusive Learning for People with Disabilities at Ajman University. This role ensures the smooth and efficient operation of the center by managing daily administrative tasks, coordinating schedules, maintaining records, and assisting with student services. The Administrative Coordinator will work closely with the center’s team to support individuals of determination, ensuring that all operational aspects are handled with professionalism and accuracy.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage day-to-day administrative activities, including answering phone calls, responding to emails, and handling inquiries related to the center.
• Maintain organized records and files, ensuring all documentation, reports, and student data are up-to-date and accessible.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Coordinate appointments, meetings, and events for the center, including workshops, seminars, and student support sessions.
• Maintain the calendar for the Center of Inclusive Learning team, scheduling meetings with internal and external stakeholders.
• Assist with organizing and facilitating events aimed at promoting inclusivity and awareness for people with disabilities within the university.
• Serve as the first point of contact for students, staff, and visitors to the center, providing information and guidance as needed.
• Assist students with disabilities with administrative tasks, such as completing forms, arranging meetings, and accessing university resources.
• Support the center’s employees with logistical and clerical tasks, ensuring smooth collaboration and communication among the team.
• Manage and update databases related to student services, including tracking student needs, services provided, and follow-up actions.
• Prepare regular reports on the center’s activities, student interactions, and support services.
• Ensure confidentiality and data security, adhering to university policies regarding the handling of sensitive information.
• Coordinate the procurement of office supplies, assistive devices, and other materials required by the center.
• Maintain an inventory of office and accessibility-related equipment, ensuring all resources are in good working condition.
• Assist with budget management by tracking expenses and preparing financial reports for the Center Manager.
• Liaise with the university’s finance department for the processing of invoices, payments, and other financial transactions related to the center’s operations.
• Act as a liaison between the Center and other university departments, ensuring efficient communication and collaboration.
• Work closely with external service providers, vendors, and partners to facilitate services and programs for people of determination.
  

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in Business Administration, Office Management, IT, or a related field.
• Minimum of 3-5 years of experience in an administrative role, preferably in education, special needs centers, or non-profit organizations.
• Experience in dealing with people with disabilities.
  

KNOWLEDGE & SKILLS:

• Strong organizational and multitasking abilities, with attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Excellent verbal and written communication skills in both Arabic and English.
• Ability to work collaboratively with a diverse team and maintain positive working relationships with colleagues, students, and external stakeholders.
• Strong problem-solving and decision-making abilities in a fast-paced

Desired candidate profile

• Previous experience in an administrative or coordinator role, preferably in a fast-paced environment.
• Familiarity with project management and organizational procedures.

Key Skills:

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

Interpersonal Skills:

• Ability to work collaboratively within a team and build positive relationships.
• Strong customer service orientation to assist internal and external stakeholders.
• Effective problem-solving skills to address challenges proactively.

Technical Skills:

• Experience with database management and record-keeping systems.
• Familiarity with scheduling and event planning software.

Personal Attributes:

• Detail-oriented with a strong focus on accuracy and quality.
• Adaptable and flexible in a dynamic work environment.
• Proactive approach to improving processes and enhancing operational efficiency.

Responsibilities:

• Coordinate and oversee administrative processes and office operations.
• Support project management efforts, including scheduling, tracking progress, and reporting.
• Assist with the preparation of reports, presentations, and documentation.
• Manage calendars, schedules, and travel arrangements for staff and executives.
• Serve as a point of contact for internal and external communications.
• Organize meetings, events, and workshops, including logistics and materials.