Administrative Affairs Assistant, Petroleum and Energy Engineering Department

Reports to: Executive Assistant to Chair

Purpose: The job holder is responsible to assist the executive assistant to chair in the operation of the Petroleum Engineering Department. He/she acts as backup for the executive assistant in cases of emergencies and during holidays. Performs various routine clerical, administrative and general office duties involving transcription, typing, record and file maintenance, mail distribution and telephone reception. Provides services to students such as assistance with logistics of field trips, industrial training, student chapters, transfer of credits, drop and add, student declarations. Assists the faculty in academic matters, such as reservation of lecture rooms, contacting students, course files preparations, student surveys, calling of maintenance personnel.

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 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 relevant university systems for students’ records
• Handle meetings preparations and events
• Assist students in administrative matters and in their registration
• Receive and refers 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 semester and coordinate reservations with the travel office and the carpool services
• Handle the daily office work, such as handling The American University in Cairo’s (AUC) ID and activation requests and the Audio Visual (AV) equipment reservation with Classroom Technology and Media Services (CTMS)
• Responsible for reservation of halls and rooms for all faculty members and TAs (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 more complex requests to appropriate staff member
• Draft and type routine letters and memoranda from specific instructions
• Support faculty in administrative matters related to their academic work
• Run the office in absence of the executive assistant to chair
• Perform all other duties assigned by the executive assistant to chair

Requirements:

Minimum Education Requirement : 

• University degree is a must

Experience :

• Three to five years of experience in related field

Skills:

• Good Computer skills, with good knowledge of Microsoft Office (MS) programs
• Excellent command of English and Arabic, written and spoken
• 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 August 31, 2021

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

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