Executive Assistant to Chair, Construction Engineering

Updated: about 1 month ago

Reports to:  Department Chair

Purpose: Oversee, coordinate and implement a variety of departmental academic and student programs, which include budgeting, program implementation, record keeping and supervision of administrative staff under the direction of the department chair. The job entails acting as a coordinator for faculty affairs which include but is not limited to overseeing procedures of promotion/tenure cases, faculty recruitment. Due to the nature of the academic department, this job acts, as an advisor to chair for all administrative aspects.

Principal Accountabilities:

  • Prepare placement of new adjunct faculty, review the prepared promotion/tenure cases for chair’s review/approval, anticipated faculty vacancies, selection and non-selection and prepare letters to rejected applicants.
  • Advises new faculty of university and departmental policies and procedures, administer research and conference grant (if any) of full-time faculty for the department on SAP
  •  Act as a liaison between HR Department and Academic department by preparing and coordinating appointments of staff follow up on requested promotions, attendance, overtime, leaves
  • Issue statistics of enrollment for schedule preparation, prepare the schedule of courses to fit students’ demands and faculty prioritization of courses and time preferences, and meet time slots allocated to the department, manage adjustment to the schedule necessitated by changes in department personnel at last minute, closed courses, administer summer school statistics and their analysis
  • Supervises department staff, particularly in surrounding domain, and prepares appraisal forms for them
  • Prepare faculty teaching loads full-time and part-time for two majors
  • Prepare teaching assistant load for two majors
  • Prepare for building schedule on the Banner and put the names of faculty member on it
  • Prepare the material for department meetings
  • Maintains chair calendar updated
  • Prepares appointment of graduate assistant and fellows, supervise closely new list of graduate applicants
  • Maintains a database of mailing addresses, phone numbers and addresses for faculty members (full time and adjunct faculty), staff, graduate assistant and fellows
  • Assess department’s need for furnishing or refurbishing of premises, provide recommendations to chair. Responsible for the maintenance of equipment and contracts if any
  • Organize event and program brochures, flyers, banners and other publicity material if required.
  • Prepare different statistics required to facilitate decision making. For example, ratios of full-time faculty versus adjunct, faculty/student ratio, and students’ enrollments
  • Supervise preparation of catalogue changes forms to be submitted to the dean
  • Responsible and maintain SAP operations eg. fund reservations; purchase requisitions, supply store orders, overtime, annual leaves, travel. Take partial role on research and conference grant (if any) of full-time faculty for the department on SAP
  • Access the document project
  • Coordinate with IT/communication and marketing about department website update and maintenance based on the guidance of chair, monitor website compliance with IT guidelines and events
  • Supervise requesting book orders every semester for faculty and follow on their delivery with required parties
  • Supervise department staff and provide guidance for different administrative functions carried

Budget:

  • Advise and prepare departmental budget requirements for each academic year and entry on the SAP, responsible for data entry to the planning matrix
  • Weekly revision of budget expenses
  • Manage petty cash expenses and reimbursement

Students:

  • Supervise receiving graduate admission files
  • Supervise students’ advising and registration in classes
  • Supervise students’ theses submission
  • Answer enrolled graduate and undergraduate students’ regular departmental inquiries and requests
  • Communicate with the registrar’s office in issues and problems pertaining to individual students or classes
  • Supervise the administration of student evaluations and assist in grade reports
  • Prepare appointments of graduate, undergraduate students, assistant and fellows with the chair of the department

Faculty:

  • Facilitate interview logistics through keeping a list of qualified faculty applicants in view of Faculty Affairs Committee recommendations; administer all logistics for the interviewing process and documenting Committee’s recommendations
  • Organize DVP and visiting lecturer’s travel and accommodation; processing honorarium and per diem payments, reserving refreshments and reserving airline tickets and airport transportation
  • Coordinate faculty retreats and special events
  • Advise new faculty of university and departmental policies and procedures
  • Prepare faculty teaching loads full time for approval by the Dean’s Office
  • Prepare placement of new Adjunct faculty for two majors
  • Review the prepared promotion/tenure cases for chair’s review/approval, anticipated faculty vacancies; assist in the administration of faculty selection. Prepare faculty dossier for review and maintain a file for each faculty at the department level
  • Maintain a data base for full time faculty teaching priorities, research, interests and specializations 
  • Provide administrative and logistics support for grants and funded projects
  • Performs other job-related duties as assigned
  • Maintain a file for each staff at the CENG department

Requirements:

Minimum Education Requirement : 

  • University degree is required.

Experience :

  •  A minimum of eight years including three years in relevant field.

Skills :

  • Excellent interpersonal, communication and management skills and demonstrated ability to take initiative is required.
  • Must be extremely well organized and detail oriented
  • Demonstrated ability to work under pressure, to multi-task and to be self-motivated essential
  • Excellent computer skills, knowledge of SAP is an asset
  • High level of confidentiality and attention to details
  • High level of commitment to provide excellent customer service
  • Excellent English and Arabic

The position is open until March 3, 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.”


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