Senior Administrative Affairs Support, Architecture Department (Limited Time Contract)

Reports to: Executive Assistant to Chair

Purpose:  Assist the department chair and the associate chair in managing all required administrative duties pertaining to the architecture engineering department. Handle student related responsibilities including matters related to advising, registration, exhibitions, activities, classrooms and studios. Manage teaching assistants’ related responsibilities including contracts, IDs. Perform various routine, clerical, administrative and general office duties involving transcripts, typing, record and file organization, mail distribution and telephone reception as well as any additional duties as required by department chair.

Principal Accountabilities:  

• Responsible for declaration to architecture in cooperation with the office of the associate dean
• Manage the graduate students and new comers’ registration and enrollment (clear holds, drop and add, authorization)
• Receive and prepare all the graduate applicants and insert the department decision on the Banner
• Register courses and clear holds for architecture major, minor and undeclared students (who intend to declare architectural engineering)
• Communicate with the registrar office in issues pertaining to individual students or classes
• Responsible for all the duties pertaining to architecture graduate program

Manage all tasks related to Architecture in open house arranged by dean of graduate studies for new graduate students

• Manage teaching assistant (TA) hiring process, prepare contracts, lists, summary sheets and documents for teaching assistants and Id renewal through the banner system every semester
• Prepare the advising lists for the undergraduate students and update the advisors name every semester
• Prepare lists of architecture students and alumni, with updated statistics and contact information including mailing address, mobile number, ID, extension
• Coordinate with the faculty the exam schedule
• Reserve rooms, halls, studios and multimedia equipment for students, TAs and faculty
• Preparing class lists for faculty members at the end of the drop and add period calendars
• Manage all field trips through semester, coordinate transportations with the travel office and issue permission letters
• Cooperate with various departments in order to fix and remove conflicts of class and studio schedules
• Responsible for access requests related to faculty, teaching assistants and ID activation and room access
• Assist in the document preparation for accreditation
• Access SAP operations, record the attendance/overtime for architecture staff, and ordering the stationary
• Respond to routine inquiries and refer more complex requests to appropriate staff members
• Preparing course assessments and exit surveys every semester
• Preparing honors students list and certificates, disseminate Invitations and seating plan
• Handle security clearances when required
• Printing out students’ degree evaluations, and enrollment figures from Banner Self-Service
• Keep record the course syllabus and course descriptions from faculty members for each semester
• Perform any other related duties as assigned

Requirements:

Minimum Education Requirement

• Bachelor degree is required

Experience

• At least five years of experience in a relevant field

Skills

• Excellent command of English Language
• Very Good knowledge of various computer programs such as Word, Excel and PowerPoint
• Knowledge of SAP is an asset
• Good typing skills
• Excellent interpersonal and communication skills
• Excellent planning and organizing skills
• Highest level of confidentiality and commitment
• Good problem-solving skills
• Highly effective time management skills
• Ability to communicate effectively, verbally and in writing
• Ability to work under pressure

This position is open until September 20, 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.”