Administrative Affairs Officer, Mechanical Engineering Department, School of Sciences and Engineering

Reports to: Department chair

Purpose: Administer and manage all tasks related to undergraduate enrolled mechanical engineering

students. Perform all the duties pertaining to the declaration and advising of new incoming, freshman students. Manage all issues and problems encountered by the students all year round, in addition to various routine administrative and general office duties involving statistical reporting, students’ problem solving and SAP tasks. In addition to any other administrative tasks needed upon request.

Responsibilities:

• Provide full assistance, problem-solving and help to MENG undergraduate students (around 370 students)
• Advising and registration of in-gate accepted mechanical engineering new students in fall and spring (60+)
• Advising freshman mechanical engineering students (70)
• Orientation sessions for new admitted and freshman students (120+)
• Preparing and assigning the advising list of students to faculty on Banner
• Assign each continuing student an advisor on Banner
• Responsible for problem-solving and following up with emerging issues during the advising process
• Administer undergraduate student well-being cases, for the necessary accommodation in collaboration with the Wellbeing Office, faculty and Registrar
• Administer change of major student declaration and assists the chair in the student selection
• Administer the declaration of the MENG concentrations
• Administer the MENG courses during the registration period: Low enrollment, opening/closing sections, accommodating waiting lists
• Responsible for the MENG graduating seniors’ exit surveys and analysis of the data
• Access “Banner”, “BI” and “Degree works”: To investigate student’s case by case upon request of faculty
• Handle students’: Inquiries, registration problems, waiting lists, needed correspondence with other departments and others
• Administer students’ enrollment figures, MGPA/OGPA and their concentrations
• Prepare the student honors, exemplary students and awards
• Handle courses’ transfer to local and overseas universities and prepare the related memos
• Maintain undergraduate students’ electronic filing system and update undergraduates’ database
• Prepare students’ internship letters to be presented to companies
• Responsible for textbook orders for every semester and books requisitions
• Assist the department chair with student internationalization on the department level
• Preparing the required documents for the exchange program
• Responsible for communication with the international office
• Assisting the chair in gathering course syllabi from foreign universities
• Assist international students in their registration
• Assist the international students as a follow-up during their stay to facilitate their experience and problem-solving
• Manage tasks on SAP: Create direct purchase orders for the departments’ and labs’ supplies
• Handle fund reservations for book requisitions, general payment requests, trip numbers and others
• Manage accreditation tasks such as undergraduate student statistics, course syllabi collection, exit surveys, course enrollments, degree audits and others
• Support faculty per their needs
• Perform any other related duties as assigned

Requirements:

Minimum Education Requirements:

• University degree
• Master’s degree is an asset

Experience:

• 7-9 years of relevant experience

Skills:

• Excellent Command of the English Language
• Excellent computer skills, specially AUC different links and software: SAP, Banner, faculty grants, hall reservations and others
• Very good communication and interpersonal skills
• Ability to work under pressure
• Attention to detail, ability to deal with a diversified community
• Ability to work extra hours and handle extra new tasks as required

This position is open until April 2, 2023

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

"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."

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