Administrative Assistant - Academic Affairs

Job description / Role

Job Summary: The Administrative Assistant (AA) will be responsible for providing various clerical, administrative, and project support related to the daily operations of the Office of Academic Affairs. The AA will act as a first point of contact, in person, by email and over the phone, providing advice and guidance and ensuring an exceptional level of professionalism. The AA will also provide support through document production and organization, personnel record management, effective communications, and coordination.

• This position will report directly to the Vice President for Academic Affairs.
• This position will be responsible for the following:
• Prepare and compose correspondence, reports, memoranda, meetings minutes, and other documents using basic and more advanced functions of computer applications.
• Answer and relay telephone calls, resolve routine inquiries, and take appropriate messages.
• Maintain records and files, including administrative, academic and faculty files, to effectively manage information following regulatory guidelines and accreditations.
• Manage course offerings information and courses’ syllabi.
• Gather the information needed to compile and prepare reports from multiple sources following a predetermined reporting schedule.
• Coordinate and maintain calendar of events, appointments, and meetings.

Requirements

• Bachelor’s degree in any field
• One to three years of experience in administrative support, particularly in an academic or similar professional setting, would be desirable.
• The candidate should have developed a solid foundation in administrative tasks, problem-solving abilities, and the capacity to manage multiple priorities effectively.
• Knowledge, Skills, and Competencies
• Strong communication skills in English: written and oral; excellent phone manners and email etiquette.
• Excellent organizational skills with the ability to manage multiple priorities in a timely manner and handle them promptly.
• Familiarity with the American system of higher education.
• Problem-solving skills to adapt and flex to questions and situations that arise daily.
• Records and database management skills
• Highly proficient with common office technologies.
• Proven competency in Microsoft Office, including but not limited to Word, Excel, and PowerPoint

About the Company

AUIB is an American-style, nonprofit university located next to the Baghdad International Airport in Baghdad. This large-scale, multi-million dollar project is funded by Iraqi and U.S. donors, both public and private. The university opens for students on Jan. 17, 2021, with the College of Arts & Sciences, College of International Studies, and the College of Business. Eventually, there will be 10 colleges at the university, including a College of Medicine.