Administrative Executive
Recruit Finds
Dubai, United Arab Emirates
Job summary
Administrative Executive AT Dubai Careers - A Smart Dubai Initiative
About this role
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School Administrative Executive
Job Category: Administration
Employer: Hamdan Bin Mohammed Smart University
Location: UAE
Nationality: UAE Nationals Only
Job Type: Full Time
Monthly Salary: AED 20,001–30,000
Application Period: 06 September 2026 – 05 December 2026
Job Overview
The School Administrative Executive provides efficient and high-level administrative assistance to the Dean while serving as a key point of contact between the school, other university departments, and learners. The position handles administrative and academic matters including grade appeals, complaints, official letters, examinations, internships, and learner requests.
Key Responsibilities
Maintain organized and up-to-date records for the school, including course syllabi, course files, examinations, accreditation documentation, assessment reports, forms, and related records.
Provide administrative and secretarial support to the School Council, Advisory Board, Grade Appeal Committee, and School Examination Committee.
Prepare meeting agendas, record and distribute minutes, share relevant information before and after meetings, and follow up on assigned actions.
Ensure updates to course syllabi, program learning outcomes, and course learning outcomes are correctly entered into the CurrIQunet system before each semester.
Coordinate logistics for midterm and final examinations before, during, and after the examination period.
Ensure examination materials and grade moderation forms and procedures are completed and approved by the School Examination Committee.
Coordinate with relevant university divisions regarding examination arrangements, including classroom bookings, invigilator assignments, and examination guidelines.
Prepare lists of absent learners and ensure that supporting official documentation is submitted where required.
Coordinate re-take midterm examinations and incomplete final examinations, ensuring learners receive accurate information regarding examination dates and times.
Support the school during the grade moderation process.
Prepare, format, and proofread official documents, letters, emails, and the school's internal academic calendar in accordance with university policies and procedures.
Assist with planning and coordinating school events, including faculty, associate, and learner orientation programs at the beginning of each semester.
Provide daily administrative assistance for school activities while ensuring university procedures and guidelines are followed.
Respond to faculty and learner inquiries and direct them to the appropriate staff member or department when necessary.
Coordinate the practicum and internship process, including assisting learners with identifying suitable placement opportunities.
Support learners in completing academic internship registration forms.
Work with internship supervisors to verify that learners satisfy the requirements for internship and practicum course registration.
Validate selected internship organizations, prepare relevant reports, and maintain the organization database.
Comply with information security requirements as well as applicable local and internal health and safety laws, regulations, policies, and procedures.
Perform any additional duties assigned by the line manager.
Qualifications
A Bachelor's degree from an accredited university.
At least 2 years of work experience directly related to the responsibilities of the position.
Knowledge, Skills and Abilities
Strong ability to organize and prioritize multiple tasks.
Flexible, proactive, and self-motivated approach to work.
Excellent customer service, communication, and listening skills.
Compassionate and emotionally intelligent when dealing with others.
Willingness to assist and support colleagues and learners.
Ability to collect and analyze statistical information and prepare reports.
Strong organizational and time-management skills.
Ability to perform effectively under pressure.
Ability to work successfully within a culturally diverse environment.
Proficiency in using computers and standard PC applications.
Excellent written and verbal communication skills in both Arabic and English.