Senior Administrative Affairs Assistant ( Philosophy Department )

Updated: 3 months ago

Purpose: The senior administrative affairs assistant works under the supervision of the executive assistant to chair to perform various departmental secretarial and administrative tasks for the department of Philosophy; among which are: updating and following up with the documentation and online/offline filing systems of the department of Philosophy, creating the department library system and administering the relevant books borrowing and returning processes, typing and drafting documents, updating and tracking the stationary and inventory requirements, establishing updated contacts databases, answering routine calls and inquiries. The job holder performs regular registration process for undergraduate students and drafts different lists, ratios and data for statistical use. This post is supporting the academic performance of the Philosophy undergraduate program. It plays a major role in the administration and support of the department. She manages all related administrative tasks pertaining to the department

Principal Accountabilities:

Area One: Public Affairs:

  • Organizes academic events for faculty, visiting DVRs and conferences; handles all logistics
  • Coordinates all events for the department
  • Reserves rooms, halls, banners, tripods, and sandwich boards spaces on-campus
  • Reserves multi-media equipment for the department relevant events, lectures and seminars
  • Coordinates the promotion for all the department events
  • Prints and follows up with the distribution of the department’s flyers and posters
  • Announces updates on portal and Facebook accounts
  • Manages and updates information on the department’s websites
  • Coordinates with IT and the Provost office to update AUC Faculty Directory to reflect the contact and personal information of faculty of the department

Area Two: Department and Faculty Support:

  • Maintains the department’s library
  • Manages and responsible for the department’s petty cash
  • Handles all petty cash transactions, i.e. all purchases and reporting to the executive assistant to chair for reimbursement
  • Creates and assists in designing program brochures, course and event flyers
  • Reserves rooms for committee meetings
  • Photocopies and scans documents and exams
  • Reserves resources when classes have special sessions
  • Manages ID activation and issuance
  • Manages all issues related to computers, printers and photocopiers
  • Follows up with car/bus reservations
  • Collects and maintains record of all departmental syllabi and grades
  • Manages all the paper work for grade changes and Incompletes
  • Assists faculty with proctoring on students who missed the exam
  • Coordinates transfer applications with the University Registrar

Area Three: Registration, Advising and Student affairs:

  • Assists with handling students scheduling during drop-add and receives student petitions
  • Advises students with regards to University rules and regulations, procedures for declarations
  • Releases holds on Banner and finalizes class registration for undergraduate students
  • Assists the executive assistant to chair in managing course cancelations and new openings, times and room location changes at the beginning of each semester
  • Acts as a first point of contact for students with concerns

Area Four:  Procurement and Operations

  • Manages book orders, equipment and office maintenance
  • Manages department stationary supply and responsible for annual inventory count
  • Performs the periodical equipment IT assessments
  • Liaises with the security office for exit permits as well as communicating names of outsider guests for entry permissions

Area Five: Assists with Smooth Department Communication: 

  • Receives and dispatches mail
  • Channels phone correspondence
  • Manages the department and event calendar and the philinfo@aucegypt.edu email address
  • Establishes and updates (internal and external) contact databases/lists
  • Updates lists of undergraduate major and minor students
  • Contacts undergraduate students in a few occasions, such as: course or class cancellations and when (occasionally) course prerequisites are not fulfilled

Area Six: Reporting:

  • Manages and keeps record of office aid and staff overtime and staff leaves
  • Maintains an organized filing system for the department and record-keeping in accordance with internal procedures

Area Seven: Other Job-Related Tasks as Assigned:

  • Able to assist in covering job responsibilities when the executive administrative to the chair is away
  • Performs any other related duties as assigned

Requirements:

Minimum Education Requirement:  

  • Bachelor's degree from an accredited university

Experience:

  • Five years of secretarial and administrative experience

Skills:

  • Strong computer skill​s with Microsoft Office Word, Excel, PowerPoint
  • Fluent in English and Arabic languages
  • Strong secretarial and administrative skills
  • Banner knowledge is an asset
  • Effective inter-personal skills
  • Time management and reporting skills are required
  • Ability to handle multiple tasks
  • Committed to deadlines and well organized
  • Good understanding of internal AUC policies and procedures
  •  Ability to thin​k independently and creatively

The position is open until August 22, 2020

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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