Senior Administrative Affairs Assistant, Department of Mechanical Engineering (14000046)

Reports to: Executive Assistant to Chair

Purpose: Handles all SAP transactions and budget preparation on SAP. Performs all duties pertaining to MENG graduate programs. Masters of Engineering and Masters of Science. Performs all secretarial duties pertaining to the Mechanical Engineering, in addition to assisting in various routine administrative tasks.

Principal Accountabilities: 

  • Perform various administrative tasks serving directly MENG faculty members fulfilling their work such as Projects, RA Contracts, and any needed documents from higher offices
  • Record the attendance and over time sheets for the all MENG staff and manages it through SAP system
  • Assist in budget planning, transferring issues
  • Handle the petty cash account for the department
  • Handle monthly seasonal employment payments and overtime
  • Arrange events: receptions, meetings, seminars
  • Prepare the contracts of Part-time faculty and Teaching Assistants
  • Assist in meeting preparations including reservations, food and beverage, etc.
  • Handle Reservations: rooms, halls, AV, buses, field trips, etc. 
  • Manage the processing of different applications including: work study, TAs, RAs
  • Assist the Mechanical Engineering Club in all its activities

SAP Tasks:

  • Handle financial matters on SAP including:


    • Petty cash expenses
    • Text book requisitions
    • Financial documents for faculty grants
    • Ordering stationary
    • Ordering equipment
    • DVP financial documents
    • Travel authorization forms

Graduate Program Tasks: 

  • Prepare fellow lists, graduate program updates, advising lists for graduate students with advisors
  • Prepare faculty loads, TAs and fellows loads
  • Handle all tasks related to MENG in open houses and orientations arranged by Dean of Graduate studies for recruitment and new graduate students
  • Handle graduate students registration problems and registration of newcomers
  • Handle graduation process including paper work, defense reservations, etc.
  • Handle all financial and needed paper work for external examiners payments
  • Respond to routine requests for information and statistics related to the graduate program
  • Handle all tasks related to the preparation for the graduate equivalence reports with the supreme council of universities

Accreditation Tasks: 

  • Process Exit Interview results conducted by faculty members
  • Handle Students Assessments forms and makes statistics upon the results of the assessments
  • Handle the statistical reporting of the courses outcomes
  • Handle the exit surveys
  • Responsible for ABET accreditation filling system
  • Perform any other related tasks as assigned

Minimum education requirement: University Degree

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


  • Excellent Command of English Language
  • Very Good knowledge of various computer programs such as Word, Excel and PowerPoint, with the ability to create and process documents in both English and Arabic
  • Very Good knowledge of AUC financial computer system “SAP”
  • Good communication/Interpersonal skills
  • Willingness to carry extra workload when necessary  
  • Ability to work under pressure and for extra hours

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 “14000046 Senior Administrative Affairs Assistant” in the subject line. 


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