Business Coordinator

Position Summary

Major Responsibilities

• 1.
• Faculty Business Travel Request (BTR) and travel support:
• Process Business Travel Requests (BTR) following Dean’s approval, arranging flights, hotel accommodations, and ground transportation.
• Maintain accurate travel records and supporting documentation.
• Coordinate faculty taxi bookings or rental car reservations.
• Provide assistance with Concur and respond to travel‑related inquiries.
• 1.
• Faculty expense claims: Process payments and assist faculty and their research groups with expense claims in compliance with policies and guidelines.

2. Business Visitor request

• Coordinate Business Visitor logistics with HR Relocation, including visa processing, hotel bookings, airport assistance, campus access, and other requirements.
• Facilitate government visa renewal requests for visiting faculty, consultants, and researchers.
• Process ID and campus passes for business visitors and new faculty and their group members.

1. Food Services & Room Reservations

• Arrange KAUST Food Service catering for events.
• Manage conference and meeting room bookings.

1. Non‑Research Procurement & IT Requests

• Process IT equipment or other IT related requests, including mobile phones, desk phones, computers, KAUST Connect, email, and VPN for faculty and their research groups.
• Order stationery and office supplies upon faculty request; maintain photocopiers in common areas.
• Support service‑type purchasing and coordinate related payment processes.

1. Office, Desk & Access Allocation

• Facilitate office and workstation allocation for faculty and their groups.
• Coordinate keys and workspace access requirements.

1. Onboarding & Offboarding Support

• Support faculty onboarding, including system access, equipment coordination, documentation, and training on platforms such as Staff Portal and Procurement.
• Support faculty offboarding, including IT asset checks and equipment returns.

1. Administrative Operations & Documentation

• Process and follow up on documents requiring Divisional or Dean’s Office approval.
• Maintain the divisional filing system, ensuring documents are stored accurately and consistently.
• Participate in BESE administrative meetings and provide feedback to improve workflows.
• Provide coverage for other divisional roles or Business Coordinators when required.
• Liaise with internal departments, including HR, Finance, Procurement, and IT, to support operational needs.

Competencies

• Strong organizational skills and the ability to manage multiple priorities.
• High attention to detail and effective problem‑solving capability.
• Ability to work independently and complete tasks in a timely manner.
• Professional work habits with adherence to University standards and business etiquette.
• Ability to handle confidential information with discretion.
• Strong collaboration skills and ability to work with diverse groups.
• Proficiency in Microsoft Office and related software (Word, Excel, PowerPoint, PDF tools, etc.).
• Excellent verbal and written communication skills in English.

Education

• Bachelor’s degree in Business Administration or a related field.

Experience

• Minimum of 5 years of administrative experience.
• Experience working in a university environment is desirable.
• Experience with SAP, Zendesk, and Procurement Ariba is desirable.