KRA 3: Shared Office Administration and Compliance (30%)
Administrative Assistant
School of Business and AURAK Center for Entrepreneurship (ACE)
American University of Ras Al Khaimah (AURAK), UAE
General Information About Institution
The American University of Ras Al Khaimah (AURAK) is an independent co-education institution of Higher Education that provides an integrated American-style, undergraduate and graduate education. All programs are accredited by the Ministry of Education of the UAE; additionally, it is accredited by the U.S. regional accreditation association, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The American model of higher education ensures not only skills in specific academic fields, but also a general education curriculum that exposes students to new ideas and ways of thinking critically about local and global issues. AURAK is a young and rapidly growing university. AURAK is located in Ras Al Khaimah, one of the Northern Emirates and a rapidly growing region. The beauty of Ras Al Khaimah is reflected in its traditions and diverse landscapes — its white sandy beaches, the majestic Hajjar Mountains, the expansive desert and its sand dunes, and the many historical sites.
AURAK values diversity, inclusiveness and cultural authenticity where all individuals are treated based on their merits and abilities. AURAK is proud to be an equal opportunities employer and encourages applications from all qualified applicants irrespective of race, color, religion, gender, national origin, disability, or age.
About The Role
The American University of Ras Al Khaimah (AURAK) is seeking a highly organized, detail-oriented, and service-focused Administrative Assistant to provide administrative support to the School of Business and operational and logistical support to the AURAK Center for Entrepreneurship (ACE) .
The Administrative Assistant will work closely with the Dean, Department Chairs, faculty members, Director of ACE, students, mentors, partner organizations, and relevant University offices to ensure the smooth and efficient operation of both units.
The role provides comprehensive day-to-day administrative support to the School of Business, including faculty and Department Chair support, course and accreditation documentation, academic requests, meetings, communications, room bookings, and coordination with various University departments. The position will also support the delivery of ACE programs, events, incubation cohorts, workshops, innovation activities, and external partnerships.
The Administrative Assistant will serve as a key point of contact for the School of Business and ACE, responding to enquiries from students, faculty, staff, partners, visitors, and other stakeholders while maintaining accurate records and handling confidential information in accordance with AURAK policies and procedures.
Key Responsibilities
- Provide day-to-day administrative support to School of Business faculty members and Department Chairs, including preparing, formatting, printing, copying, and organizing course materials, handouts, examination papers, and other academic documents.
- Receive, log, prioritize, and follow up on requests from School of Business faculty members and ACE through appropriate tracking systems or email to ensure requests are completed accurately and within established deadlines.
- Collect, organize, maintain, and file course files and accreditation-related documentation and evidence, including syllabi, assessment records, and samples of student work.
- Assist faculty members with administrative requests related to travel, conferences, procurement, purchases, and expenses, and coordinate with HR, Finance, IT, and other University offices as required.
- Support the onboarding of new faculty members by coordinating office arrangements, keys, stationery, IT accounts, and introductions in collaboration with HR, IT, Facilities, and other relevant departments.
- Reserve classrooms, laboratories, and meeting rooms for make-up sessions, examinations, meetings, and School events, and communicate room changes to relevant faculty members and students.
- Coordinate the logistics of ACE incubation cohorts, including scheduling sessions, booking venues, and confirming mentor and speaker attendance.
- Support the delivery of ACE programs and flagship events, including ACHIEVE, Startup Expo and Demo Day, Global Entrepreneurship Week, workshops, boot camps, innovation challenges, SME clinics, and Family Business Hub sessions.
- Coordinate event registration, venue arrangements, materials, logistics, and on-the-day activities to ensure programs and events are delivered efficiently and professionally.
- Schedule meetings between the Director of ACE and partner organizations, maintain records of joint activities, and track follow-up actions.
- Maintain accurate records of incubated ventures, licensed start-ups, mentors, program participants, and other ACE activities, and compile information for KPI dashboards and quarterly and annual reports.
- Update ACE website content, social media posts, and promotional materials in coordination with the Office of Marketing and Communications.
- Serve as the first point of contact for the School of Business and ACE by answering and transferring telephone calls, taking messages, and responding to email and walk-in enquiries from students, staff, partners, visitors, and other stakeholders.
- Provide professional and timely assistance to students, faculty, staff, visitors, mentors, and external partners and direct enquiries to the appropriate person or department when required.
- Schedule School, Department, committee, and ACE meetings as assigned, prepare agendas and meeting materials, record minutes, and track agreed action items and follow-up requirements.
- Prepare letters, memoranda, presentations, spreadsheets, reports, and other administrative documents using Microsoft Office applications.
- Maintain accurate electronic and physical files, spreadsheets, databases, records, and other documentation for the School of Business and ACE.
- Order and monitor stationery, office supplies, and equipment, raise purchase requests, coordinate with vendors for ACE events, and track spending against approved budgets in accordance with University policies.
- Handle incoming and outgoing mail, correspondence, courier requests, and other administrative deliveries as required.
- Handle confidential information securely, including student records, examination papers, faculty files, start-up information, and other sensitive documents, in accordance with AURAK policies and procedures.
- Maintain records of classroom and office keys and coordinate the issue and return of keys in accordance with established procedures.
- Coordinate security approvals and access arrangements for visitors to the School of Business and ACE, as required.
- Coordinate with University offices, external partners, service providers, and vendors to facilitate the timely completion of School and ACE-related administrative requirements.
- Maintain effective communication with the Dean, Department Chairs, faculty members, Director of ACE, students, mentors, partner organizations, and relevant University departments to ensure smooth daily operations.
- Assist with School and ACE activities, events, examinations, meetings, programs, and other academic and administrative initiatives as assigned.
- Perform other related duties as assigned.
Key Result Areas and Duties
KRA 1: School of Business – Faculty Support (35%)
KRA 2: ACE Program and Event Support (35%)
KRA 3: Shared Office Administration and Compliance (30%)
Essential
Academic and Professional Qualifications
- Bachelor’s degree in Business Administration, Management, Marketing, Entrepreneurship, or a related field from an accredited institution.
Desirable
- Recognized office administration or IT certification.
- Training or certification in event coordination or related areas.
Essential
Work Experience
- 2–3 years of administrative, program, or event coordination experience.
- Experience providing administrative support in a professional environment.
Desirable
- Experience working in a university, incubator, entrepreneurship center, or business-support environment.
- Experience coordinating events, programs, or activities involving multiple stakeholders.
- Familiarity with CRM or database systems and social media platforms.
- Exposure to start-up or business-support environments.
Skills And Knowledge
- Good working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
- Good business English, including spelling, grammar, punctuation, and proofreading skills.
- Strong organizational skills and excellent attention to detail.
- Ability to manage multiple tasks, prioritize competing requirements, and meet deadlines.
- Ability to balance the priorities of the School of Business and ACE while ensuring requests are completed accurately and on time.
- Ability to coordinate events, programs, logistics, and multiple stakeholders effectively.
- Good written and verbal communication skills.
- Strong interpersonal skills and a helpful, service-focused approach.
- Ability to maintain accurate records, databases, files, and administrative documentation.
- Ability to prepare routine correspondence, reports, presentations, and other administrative documents.
- Ability to compile information and prepare basic reports and KPI-related data.
- Familiarity with website content, social media, or promotional materials is desirable.
- Ability to handle confidential and sensitive information with discretion.
- Basic problem-solving and follow-up skills.
- Ability to work independently and collaboratively as part of a team.
- Ability to communicate effectively with faculty, students, staff, mentors, partners, visitors, and external stakeholders.
- Ability to work effectively in a fast-paced academic and entrepreneurial environment while maintaining accuracy and professionalism.
Language Proficiency Required
Fluent in English, written and spoken – essential.
Arabic – Preferred.
Working Relationships
AURAK Offices and Departments
- Dean, School of Business
- Department Chairs
- School of Business Faculty Members
- Director, AURAK Center for Entrepreneurship (ACE)
- ACE Mentors and Student Ambassadors
- Students
- Student Affairs
- Marketing and Communications
- Finance
- Human Resources
- Registrar
- Facilities
- Information Technology
- Other University Offices and Departments
External Stakeholders
- RAK Department of Economic Development (DED)
- RAK Chamber of Commerce
- RAK International Corporate Centre (RAK ICC)
- National Incubator Network
- Industry Mentors and Partner Organizations
- High Schools participating in ACHIEVE
- Event Vendors and Suppliers
- Visitors and Guests
Key Behaviors
- Service Excellence
- Professional Ethics and Integrity
- Problem-solving
- Time Management
- Teamwork
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