Part-time Administrative Officer
About the job
The Administrative Officer is responsible for providing comprehensive administrative and operational support to the Advancement Office. This role will ensure the efficient functioning of office processes, assist in managing communications, and serve as the Secretary for the AUS Alumni CEO Club, facilitating collaboration and engagement among members.
Job Responsibilities
- Manage daily office operations, including scheduling appointments, organizing meetings, and maintaining calendars.
- Prepare and maintain documents, reports, and correspondence.
- Handle incoming calls, emails, and inquiries, ensuring timely and professional responses.
- Serve as the Secretary for AUS Alumni CEO Club:
- Organize and coordinate meetings, including scheduling, preparing agendas, and taking minutes.
- Maintain accurate records of all club activities, including membership lists and meeting notes.
- Facilitate communication among club members, ensuring the distribution of relevant information.
- Coordinate logistics for events and initiatives, including venue arrangements and material preparation.
- Collaborate with team members to support ongoing projects and initiatives within the department.
- Identify and implement improvements to administrative processes to enhance efficiency.
Skills:
- Office Management & Administration:
- Scheduling & Calendar Management: Ability to efficiently manage appointments, coordinate meetings, and maintain accurate calendars for executives and team members.
- Organizational Skills: Strong ability to organize daily office operations, ensuring tasks and workflows are completed on time and within budget.
- Document Preparation & Maintenance: Proficiency in preparing and maintaining various documents, including reports, correspondence, and meeting materials, with attention to detail.
- Communication Skills:
- Professional Communication: Ability to handle incoming calls, emails, and inquiries in a timely, professional manner. Clear, concise, and effective communication is key in interacting with staff, alumni, and external partners.
- Written Communication: Strong written communication skills for preparing meeting agendas, taking minutes, and drafting reports or other documents.
- Facilitation of Communication: Facilitating smooth communication within the team and with external stakeholders, ensuring that all relevant parties are informed and up-to-date.
- Meeting Coordination & Support:
- Secretary Functions: Organizing and coordinating meetings, including scheduling, preparing agendas, and taking accurate meeting minutes.
- Record-Keeping: Maintaining detailed records of club activities, including membership lists, meeting notes, and other key documents.
- Agenda Preparation & Follow-Up: Ensuring all necessary materials are prepared ahead of meetings and that action items are tracked and followed up on after meetings.
- Event & Logistics Coordination:
- Event Planning: Coordinating logistics for events or initiatives, including booking venues, organizing materials, and overseeing event details to ensure everything runs smoothly.
- Material Preparation: Ensuring all necessary materials (e.g., presentations, handouts, promotional materials) are prepared and available for meetings or events.
- Vendor Coordination: Managing relationships with vendors or external service providers, ensuring event and meeting needs are met.
- Problem-Solving & Process Improvement:
- Process Optimization: Identifying and implementing improvements to administrative and operational processes to enhance overall efficiency.
- Issue Resolution: Proactively addressing challenges related to scheduling, communications, or logistics and finding quick, effective solutions.
Qualifications And Skills Required
- Bachelor’s degree in related field
- Minimum of 2 years in an administrative or operational role.
- Excellent organizational and time management skills.
- Good command of written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Preferred Qualifications And Skills
- Experience in higher education or non-profit environment is a plus.
How To Apply
- Interested applicants should fill out the form.
- AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.
- AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one’s qualifications.
Accountant, Account Receivable (AR)
About the job
The Accountant-AR will support the Assistant Manager of Finance while Performing day-to-day activities in the Accounts Receivable (AR) function of the Finance Department.
Job Responsibilities
- Attended and clarified all queries from students and/or their representatives in a timely and sufficient manner.
- Ensure that all day-to-day data entries are accurately allocated and booked in the students’ accounts including payments, deferments, financial holds, doc release holds, etc.
- Ensure that all charges are booked properly to the students’ accounts and perform periodic reconciliations to ensure healthy records.
- Promptly issue invoices and follow up on their payments.
- Coordinate with internal business partners to issue invoices and follow up on their payments.
- Follow up on the invoice payments issued to the customers, sponsors, and business partners and generate the related reports as required.
- Coordinate all matters with the scholarship office and the sponsor representatives to ensure that all issues are promptly addressed.
- Maintain the registration period through coordination and cooperation with other sections at Finance as well as other departments at AUS.
- Assist the AR Assistant Manager on accounts receivable aging analysis and other reports/analysis.
- Update the Office of Alumni Affairs, Office of Research and Grants invoice payment status report monthly and communicate this with them.
Skills:
- Accounts Receivable Management:
- Data Entry & Accuracy: Ability to accurately enter and allocate payments, deferments, financial holds, and other charges into students’ accounts.
- Invoice Issuance & Follow-up: Experience in issuing invoices, ensuring they are correctly booked in the system, and following up on payments from customers, sponsors, and business partners.
- Reconciliation: Perform periodic reconciliations to ensure accurate and healthy accounts, identifying and resolving discrepancies as needed.
- Communication & Customer Service:
- Student and Stakeholder Communication: Ability to address queries from students and their representatives promptly and thoroughly, ensuring clear communication.
- Collaboration with Internal Teams: Ability to coordinate with internal business partners (such as the scholarship office, sponsors, and other departments) to address issues, resolve payment disputes, and ensure accurate billing.
- Customer Relationship Management: Follow up on invoice payments and proactively resolve any payment-related issues in a professional manner.
- Financial Analysis & Reporting:
- AR Aging Analysis: Assist the AR Assistant Manager with aging analysis and generate reports related to accounts receivable to track overdue payments and identify trends.
- Report Generation: Responsible for creating and sharing regular reports on invoice payment status and outstanding balances to stakeholders, such as the Office of Alumni Affairs and Office of Research and Grants.
- ERP & Accounting Systems:
- Familiarity with ERP Systems: Experience working with ERP systems (such as SAP, Oracle, or similar accounting software) to record transactions and manage accounts receivable.
- Microsoft Office: Proficiency in Microsoft Office, particularly Excel, for tracking payments, generating reports, and analyzing data.
- Knowledge of IFRS & VAT Requirements:
- IFRS Knowledge: Understanding of International Financial Reporting Standards (IFRS) to ensure that accounting practices are aligned with global standards.
- UAE VAT Requirements: Knowledge of UAE VAT regulations and how they apply to invoicing and accounts receivable, ensuring that tax calculations and compliance are accurately managed.
- Time Management & Organization:
- Prioritization: Ability to manage multiple tasks, deadlines, and high-volume workloads effectively.
- Punctuality: Strong focus on adhering to deadlines and maintaining a punctual work schedule.
Qualifications And Skills Required
- Bachelor’s degree in a related field: Finance / Accounting
- Minimum of two years of relevant experience
- Strong communication skills
- IFRS experience
- Familiar with ERP systems
- Strong analytical background
- Credit experience
- Knowledge and understanding of UAE VAT requirements
- Microsoft Office Skills
- Time management
- Problem solving skills
- Punctuality
- Teamwork and collaboration skills
Preferred Qualifications And Skills
- Qualified Accountant (ACCA / CIMA / CPA / ACA / CMA)
- Three years of relevant experience
- Arabic is an advantage
How To Apply
AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one’s qualifications.
Interested applicants should fill out the form.
AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.
