Administrative Officer - Library & Learning Commons

Role Overview

Administrative Officer – Library & Learning Commons at Zayed University. The Library & Learning Commons Department seeks an Administrative Officer to provide highly effective administrative and secretarial support ensuring the Library and Learning Commons function efficiently across both campuses.

Role Purpose

To oversee the administrative needs of the Library and Learning Commons, coordinate inter-departmental meetings and activities, and provide administrative assistance to senior management, librarians, archivist, and staff at both Abu Dhabi and Dubai campuses.

Key Responsibilities

Meeting & Event Coordination

• Assist in organizing and scheduling meetings and workshops.
• Notify attendees of location and timing.
• Take minutes and attendance for file and distribution as appropriate.
• Assist in organizing facilities and hospitality for Library and Learning Commons activities.
• Support librarians and Learning Commons partners by booking classrooms and coordinating special events.

Stakeholder Liaison & Communication

• Welcome and liaise with students, faculty, staff and visitors on behalf of the Director.
• Listen to concerns and determine whether they require the Director or another staff member.
• Recommend action as appropriate.
• Communicate with Learning Commons partners on matters relating to facilities and services.
• Liaison with internal and external stakeholders to coordinate reporting functions as required.

Correspondence & Information Management

• Distribute internal and external correspondence effectively and efficiently.
• Develop and maintain electronic and paper files and folders.
• Maintain appropriate office administration procedures.
• Distribute general circulars and maintain files of information appropriate for effective and efficient operations of all units at both campuses.

General Administration

• Answer all general queries and instigate appropriate response systems accordingly.
• Maintain the Director's appointment calendar and remind the Director of appointments.

Procurement & Budget Management

• Order stationery, supplies and equipment required by the library and offices.
• Obtain quotations from vendors of equipment and supplies.
• Prepare documents for approval by the Director.
• Prepare purchase requisitions and claim forms.
• Pass all information to the Purchasing Department for further action.
• Process and keep records of all invoices.
• Track fund expenditure and maintain logs of use through Excel.
• Advise the Library Director and Leadership Council about the status of budget and expenditure, including Professional Development Fund, Hotel and Transport funds.

Policy & Service Development

• Contribute to Library Teams and discussions about library policies and procedures to improve services.

Public Services

• Engage in Public Services unit activities, including service desk duties, which may include evenings and weekends.

Qualifications & Experience

• Minimum bachelor's degree or equivalent combination of education, skills, and minimum 2 years' experience working in a customer-focused environment.
• Work experience in an academic institution or library is an added advantage.

Skills & Competencies

• Highly computer literate, including proficiency with the Microsoft Office Suite.
• Ability to communicate effectively both orally and in writing.
• Ability to multitask, plan and organize events, office procedures and tracking systems.
• Multitasking skills and ability to prioritize tasks.
• Project-oriented with ability to deliver results on time.
• Excellent communication skills with people at all levels within an organization.
• High degree of accuracy with good attention to detail.
• Ability to work independently.
• Responsible and extremely reliable.
• Confidentiality, empathy, tact, and discretion when dealing with people.
• Patience and sound judgment.
• High degree of cultural awareness.
• Basic understanding of academic libraries' functions and workflow.
• Fluency in Arabic and English (bilingual) preferable.

Additional Information

Location & Travel

• Must be able to travel between Abu Dhabi and Dubai.
• Role spans both campuses.

Compensation & Benefits

• Competitive tax-free salaries in the UAE.
• Cash housing allowance.
• Annual vacation airline tickets for employee and immediate family.
• Educational subsidies for children.
• Healthcare for employee and sponsored family members.

Application Requirements

• Complete online application form.
• Attach cover letter, current CV, and names and contact details of three professional references.