Administrative Affairs Assistant, Petroleum and Energy Engineering Department (50009886)

Reports to: Executive Assistant to Chair

Purpose: The job holder is responsible to assist the executive assistant to chair in the operation of the Department of Petroleum and Energy Engineering. He/she acts as a backup for the executive assistant in cases of emergencies and during holidays. Performs various routine clerical, administrative and general office duties.

Principal Accountabilities:

  • Prepare a list of all items for annual inventory
  • Responsible for preparing the list of expenses for petty cash
  • Responsible for the stationary supplies required for the department and keeps an updated record
  • Handle teaching assistants’ load and schedule their office hours and meetings under the supervision of the executive assistant to the chair
  • Request every semester’s textbook orders and separate book requests
  • Responsible for any access requests or books related to the library
  • Follow up and maintain department database for industrial training
  • Maintain an appropriate filing system for the students
  • Process all the departmental print shop job order
  • Access the Argos for students’ schedule and print the class lists
  • Handle meetings preparations and events
  • Assist students in administrative matters and in their registration
  • Receive and refers to visitors and telephone callers
  • Participate in administrative duties related to the department
  • Collect and updates information on students and alumni
  • Handle all field trips through the semester and coordinate reservations with the travel office and the carpool services
  • Handle the daily office work, such as handling AUC ID and activation requests and Audio Visual (AV) equipment reservation with CTMS
  • Responsible for reservation of halls and rooms for all faculty members and Teacher Assistants
  • Coordinate the departmental events in terms of the following: Organizing food catering, organizing transportation (air tickets and cars), organizing hotel reservations, distributing invitation letters, design name tags and labels, and halls reservation
  • Respond to routine requests for information and refers to more complex requests to an appropriate staff member
  • Draft and type routine letters and memoranda from specific instructions
  • Support faculty in administrative matters related to their academic work
  • Perform all other duties assigned by the executive assistant to the chair
  • Run the office in the absence of the executive assistant to the chair
  • Perform any other related duties as assigned


Minimum Education Requirement: University degree is required 

Experience: Minimum of  three to five years of experience


  • Good Computer skills (with good knowledge of Microsoft Office programs)
  • Ability to multi-task and work with minimal supervision
  • Strong interpersonal and administration skills
  •  Ability to work in teams
  • Excellent Organizational skills


This position is open until April 24, 2019

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, please send an updated and detailed resume to, stating “50009886 Administrative Affairs Assistant” in the subject line.


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