Business Coordinator

Position Summary

The Business Coordinator provides comprehensive administrative and operational support in BESE Dean’s Office. The role supports faculty, staff, and students across the Division by coordinating business travel, visitor logistics, procurement, and other administrative services.

The position supports a broad range of activities, including travel, procurement, visitor management, onboarding, and financial transactions, while also contributing to process improvements, reporting, and operational effectiveness across the Division.

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.

2. Faculty expense claims: Process payments and assist faculty and their research groups with expense claims in compliance with policies and guidelines.
3. 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.

4. Food Services & Room Reservations:

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

5. 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.

6. Office, Desk & Access Allocation:

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

7. 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.

8. 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.

Qualifications

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.