Senior Administrative Affairs Assistant, Department of Arab and Islamic Civilizations (ARIC) (10001186)

Reports to:  Executive Assistant to Chair 

Purpose: The Senior Administrative Affairs Assistant ensures the efficient and effective management and coordination of the department’s administrative functions. The position spans internal organization and relations with other offices and departments, organization of events, participation in institutional planning and internal and external communications. He/she performs administrative and office support activities for multiple supervisors.

Principal Accountabilities: 

  • Provide administrative support for students:
    • Assist in the procedures of advising and registration through “Self Service Banner BSS”
    • Advise students with regards to University rules and regulations, process undergraduate declaration/change of majors, consult on administrative problems of students, prepare reports on individual students’ petitions to department chair for final decision
    • Oversee students Degree Audit Reports 
    • Verify the schedule of courses every semester and ensure that students requirements are met  
    • Coordinate Transfer Applications with the University Registrar        
  • Support for graduate studies:
    • Assist Director of Graduate Studies in organizing the Graduate Studies Open Houses, including attending the day, fielding questions from prospective graduate students about programs and financial assistance opportunities and preparing for program-specific sessions 
    • Receive and upload all graduate student applications to our four specializations, deliver them to responsible advisors to take action and follow-up the cases of students through the graduate committee, and finally submit the decision on Banner
    • Represent the department at the Orientation, Advising, and Registration sessions for graduate students 
    • Process fellowship, assistantship and scholarship applications and administer research and conference grants for graduate students in coordination with relevant departments
    • Coordinate with departmental committees and Office of Graduate Studies 
  • General Administrative Tasks:
    • Field front office inquiries and requests from students, faculty and department visitors 
    • Handle all relevant office work: Draft, type, photocopy all required documents, handle routine departmental correspondence, send, receive, classify and distribute mail (including confidential documents), receive (and redirect as appropriate) phone calls and emails directed to department, manage department stationery supply, maintain, organize and update office files in accordance with the internal procedures 
    • Maintain records of all course outlines 
    • Assemble relevant data and compile statistics as requested 
    • Transportation logistics: Provide logistical support for department field trips, arrange for transport and other operational logistics for visiting faculty and guest speakers
    • Manage and update the Department web pages regularly, coordinate with IT and Provost’s office regarding ARIC faculty webpages and information on university website, assist in managing department’s presence on social media
    • Marketing and Publicity: Create, assist in designing and processing brochures, course and event flyers 
    • Coordinate the logistics for department events such as Annual History Seminar, Qahwa and Kalam Lecture Series, Arabic Cultural Program, DVP lectures, receptions and conferences.
    • Process textbook orders 
    • Submit and follow up on repair and maintenance requests 

Perform other related duties as assigned

Requirements: 
Minimum Education Requirement: Bachelor’s degree from an accredited university  

Experience: Minimum five years of administrative experience

Skills: 

  • Fluency in English and Arabic 
  • Strong written and spoken communications skills
  • Excellent computer skills as wells as Internet research abilities
  • Able to produce professional looking documents and presentations and to draft designs for department publicity material (e.g. posters and flyers) 
  • Strong organizational and time management skills
  • Ability to work under stress, to multi-task and to be self-motivated
  • Good understanding of internal AUC policies and procedures 
  • Experience in event planning and management
  • Excellent communication skills

 

Position is open until September 13, 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 hr2@aucegypt.edu, stating “10001186 Senior Administrative Affairs Assistant, Department of Arab and Islamic Civilizations (ARIC)” in the subject line. 

 

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