American University of Iraq Baghdad

Administrative Assistant / Student Life Department

Job Overview

This position will report directly to Director of Student Life

 

Summary Of Position:

The Administrative Assistant is responsible performing a variety of support functions including administrative activities, supply ordering, scheduling appointments, answering incoming calls, coordinating logistics and tracking expenditures. This position will involve interacting with faculty, staff, and students; late evenings and weekend work at times is required.

 

Strategic Objectives That The Candidate Needs To Meet:

  • To enhance customer service by acknowledging and greeting all guests and clients to Student Affairs.
  • To increase efficiency by coordinating students and guests with available Student Affairs officers and staff.
  • To improve office functionality through the administration of various office tasks and provision of clerical support.

Responsibilities:

  • Provide administrative support to Director, provide general office support with a variety of clerical activities and related tasks
  • Administration of student activities, including logistics, budgetary needs, coordination of volunteers, liaising with staff/faculty and other departments.
  • Attendance at extra-curricular and co-curricular events where relevant.
  • Assist with identifying needs (equipment, furniture, inventory) within the office
  • Track expenditures and working procurement
  • Act as the administrative point of contact between student and visitors
  • Undertake the tasks of receiving calls, taking messages and routing correspondence
  • Triage staff/faculty/student requests and queries appropriately
  • Deal with problems and/or complaints efficiently and effectively with support from the Student Life team
  • Offer responses to student requests or concerns in a timely manner. Ensure student feedback is obtained in order to maintain the highest levels of student satisfaction.
  • Generate and format reports
  • Any other tasks related to role

 

Experience And Educational Requirements:

  • Bachelor’s Degree
  • At least two years’ work experience in related field; prior experience in higher education is an advantage
  • Excellent organizational skills
  • Excellent interpersonal and communication skills
  • Excellent written and verbal communication skills in English (Arabic advantage)
  • Proficiency in MS Office (Word, Power Point, Excel) and database applications.
  • Conflict resolution and multi-tasking skills
  • Demonstrate high degree of professionalism and the can-do mindset
  • Strong work ethic with the ability to excel in a demanding, outcome-oriented, and dynamic environment

Other Requirements, Abilities For The Position:

  • Ability to multitask and prioritize tasks
  • Excellent time management skills
  • Well-developed organizational skills
  • Attention to detail
  • Great verbal and written communication skills
  • Professional discretion
  • Ability to work well with individuals from diverse backgrounds
  • Strong organizational and planning skills
  • Ability to succeed in a fast-paced environment

 

Application Procedure:

Applications should include:

  • Cover Letter.
  • Updated Curriculum Vitae.
  • Copies of Passport Data information page.
  • References (contact details) for up to three individuals who are familiar with your work.
  • Copies of all formal academic degrees and certificates.
  • Copies of your Transcripts.

Applications will be accepted until the position is filled. Confidential review of materials and screening of candidates will begin immediately.

Please apply through AUIB website OR send your application and supporting documents to the following email address: [email protected]

 

If an applicant has any relatives working at AUIB this must be disclosed in writing in the cover letter.

If you have not heard back from us after 3 weeks, it means that your application was not successful.

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