Administrative Affairs Assistant, Department of Physics (10001062 )

Reports to: Executive Assistant to Chair

Purpose: The job holder is responsible for carrying out various administrative duties in the Physics department related to the Undergraduate and graduate students under the supervision of the Executive Assistant to Chair.

Principal Accountabilities: 

  • Register courses for students on Banner and clear their holds during the advising period
  • Manage graduate fellowships 
  • Receive the new applicants’ files from the Admission`s office, print them out and send to the graduate committee for their evaluation
  • Schedule interviews for the new applicants
  • At the end of each semester, check all graduate students’ transcripts and send the overall GPAs to the graduate director
  • Schedule advising appointments for undergraduate and graduate students advising
  • Update continuing graduate students with the fellowships renewal process
  • Fill out Annual Graduate Program Report
  • Communicate with students in case of class cancellation and possible options as instructed by the Departmental Chair
  • Create and Update Course & Professor filling
  • Prepare all announcements for graduate defense
  • Ensure coordination between the Physics and Nano programs regarding the cross listed courses
  • Prepare statistics for both undergraduate and graduate courses when requested
  • Collect course outlines & Midterms final written exams every semester
  • Assist in the arrangements for departmental events
  • Maintain all the documents to/from the department
  • Handle the monthly overtime sheets
  • Communicate with Physics Alumni
  • Prepare Honor Assembly attendance, certificates and invitations
  • Prepare internal track sheets of stationary, textbook desk copies as well as tracking sheets of field trips, grants and toners consumption
  • Act as liaison between the Chair and the Office of the Associate Dean for Undergraduate Students with regards to transfer credits and study abroad course evaluations
  • Handle the Chair’s calendar and appointments
  • Arrange car reservations for faculty pickup from and to the airport including arranging for transport and other operational logistics with visiting faculty and events
  • Prepare TAs experience letters, loads, contracts and renew all TAs documents
  • Coordinate the maintenance of office equipment
  • Type correspondence, reports and other documents
  • Prepare reports of majors and minors
  • Handle recommendation letters as instructed by the faculty
  • Organize events and program brochures, flyers, banners and other publicity material if required
  • Draft and print Senior Thesis Conference booklet and posters and organize the printing of student posters
  • Publicize departmental events through posters, emails, portal announcements, AUC Calendar and News@AUC
  • Perform any other related tasks as assigned


Minimum education requirement: University Degree

Experience: Minimum three to five years of experience in a relevant function


  • Very Good in English Both Written and Spoken
  • Good Computer knowledge of windows, word and excel


Position is open until September 27, 2018


Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted. If interested, please send an updated and detailed resume to, stating “10001062 Administrative Affairs Assistant” in the subject line. 


“We thank all individuals who have expressed interest in working at The American University in Cairo.”