Administrative Assistant

Position Summary:
The Administrative Assistant provides comprehensive administrative, secretarial, and coordination support to the Dean and staff of the College of Graduate Studies and Research (CGSR). The role is the first point of contact for the Dean's office and keeps the College running smoothly across its portfolio of graduate programs, research administration, institutional governance, and external partnerships. The post holder manages correspondence, scheduling, records, committee logistics, and visitor and student inquiries with a high standard of professionalism, discretion, and accuracy, and helps ensure that deadlines are met, decisions are documented, and stakeholders receive timely, courteous responses.

Key Responsibilities:
Coordinate administrative processes for graduate programs and students, including applications, admissions documentation, transfer of credit requests, and progression records, in line with approved AUIB policies.

• Maintain CGSR records, correspondence, calendars, and documentation in an organized, auditable filing system, with strict regard to confidentiality and the AUIB Data Protection Policy.
• Support research administration, including grant administration, the University Research Board (URB), ethics review processes (IRB), and institutional reporting, tracking submissions, review stages, and approvals from receipt to decision.
• Provide secretariat support to CGSR committees, including preparing agendas, circulating briefing materials, recording accurate minutes, and following up on actions and decisions within agreed timeframes.
• Coordinate projects and maintain timelines, action lists, and progress trackers, flagging risks and overdue items to the Dean early.
• Manage the Dean's calendar, meetings, and travel and visitor arrangements, prioritizing competing demands and protecting time for strategic work.
• Draft, proofread, and format letters, memoranda, reports, and presentations to AUIB house style, and manage the Dean's incoming and outgoing communications.
• Liaise with colleges, the Registrar, Admissions, Human Resources, Finance, and other administrative departments on graduate studies and research matters.
• Support visiting scholars, research partnerships, workshops, seminars, and other CGSR initiatives, including logistics, invitations, attendance records, and follow-up.
• Assist with data collection and prepare routine activity and performance reports, using Excel and Power BI to present clear summaries for the Dean and relevant committees.
• Undertake other related duties assigned by the Dean that are consistent with the scope and level of the role.

Minimum Qualifications:
Required

• Bachelor's degree from a recognized institution.
• A minimum of two (2) years of administrative or office coordination experience, preferably in a higher education or professional services environment.
• Excellent written and spoken English and professional proficiency in Arabic, which is required for effective liaison with local stakeholders.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Power BI) and virtual meeting platforms.

Preferred Experience:

• Experience supporting senior academic or executive leadership.
• Familiarity with student information systems and document management systems.
• Experience in committee secretariat work, minute-taking, and records management.

Knowledge, Skills, and Abilities (KSAs):

• Discretion and sound judgment in handling confidential academic, personnel, and applicant information.
• Exceptional organizational skills with the ability to manage competing priorities and meet deadlines.
• Accuracy and attention to detail in documentation, formatting, and data entry.
• Professional interpersonal and communication skills across diverse cultural and institutional contexts.
• Initiative and a service-oriented approach to problem solving, with the ability to work independently under general direction.

Languages:

English (required); Arabic (required).


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