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The Human Resources & Administration department invites internal (permanent full-time staff members) and external applicants for the position of Receptionist.
“For internal applicant, a prior written approval from the Dean/Director or Head of Department is mandatory.”
Reporting Line: ACC Manager.
Position Description Summary:
Manage the front desk on a daily basis and perform a variety of administrative and clerical tasks. As a Front Desk, the Receptionist will be the first point of contact for the entity. Front Desk Receptionist’s duties include offering administrative support across the organization, welcoming guests, and coordinating front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as a Front Desk Receptionist, you should have a pleasant personality, as this is also a customer service role, and deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus. Ultimately, a Front Desk Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.
Main Duties:
- Manage the reservation process.
- Consult the reservation demands at the conference center.
- Check the availability: taking into consideration the period of reservation, and the type of requested rooms (single/large standard/luxury/suite).
- In case of availability, a response is automatically sent to the requester.
- In case of unavailability, suggest an alternative to satisfy the requester.
- Send an e-mail to the requester asking for the names of the participants and their assignments.
- Prepare the magnetic cards of the assigned rooms; make sure that they are functional.
- Coordinate with the cleaning superintendent about the rooms to prepare.
- Coordinate with the technician concerning the rooms that need heating.
- Send the list of the participants, their assignments, and the period of their stay to the security department.
- Make sure that all names are inserted according to the request of the customer: single/large / luxury or suite before the arrival of the participants of each event.
- Make sure that all the procedures and preparations are under control.
- Prepare vouchers that include
- Housing invoices, including participants' periods of stay and the type of assigned rooms.
- Participants' meal invoices.
- Study rooms.
- Prepare invoices.
- Be welcoming and courteous at the reception upon guests’ arrival.
- Come up with an immediate solution to the frequent changes that may occur to satisfy all the demands.
- Find immediate resolution of any problems that may arise during the arrival or stay of guests.
- Ability to plan work activities.
- Consistently reliable.
- Bac+2 or equivalent qualification
- Telephone answering skills
- Verbal communication
- Active listening skills
- Professionalism
- Customer service
- Organization
- Handles pressure
- Supply management
- Computer skills
- Communication
- Multitasking
- Social skills
- Organization
- Technical skills
- Stress management skills
- Problem-solving
- Empathy
- Reliability
Qualified applicants are invited to submit a letter of application and a CV via the following form: 
The Search Process:
Screening will begin as soon as possible, and short-listed candidates will be invited for interviews. The successful candidate will need to take the position right after notification.
The Human Resources & Administration department invites internal (permanent full-time staff members) and external applicants for the position of Inbound Advisor.
“For internal applicant, a prior written approval from the Dean/Director or Head of Department is mandatory.”
Reporting Line: Director, OIP.
Position Description Summary:
- To correspond (mainly through e-mails) with international students and coordinators at partner universities about individual student issues, exchange or study abroad policies, procedures, and programs.
- Coordinate and manage the process for exchange applications from advisors or similar from partner institutions and student inquiries regarding preparation for study at AUI.
- Manage and process applications for other international or special programs.
- Update the OIP databases both semester and cumulative.
- Solve and answer current students’ problems, complaints, and inquiries and direct serious issues to the attention of the director.
- Assist in the activities organized by the OIP (orientation, study abroad fair).
- Support the director in the design and the development of related procedures, forms, and policies for the smooth and efficient running of the OIP.
- Support the director in coordinating activities of the Erasmus+ programs.
- Advise students, faculty, and staff on administrative policies and procedures related to study abroad and other faculty led programs to AUI.
- Develop invoicing pages based on each new agreement provided by the director.
- Develop strong working relationships with counterparts at exchange partners, peers and advisors at sending institutions and program providers through correspondence and ICTs for regarding finances and billing, application procedures, course registration, safety and security, travel, housing, transcripts, etc.
- Review applications for the incoming students and recommend actions within established guidelines for nomination and reviewing completeness of content and appropriateness of statements or essays.
- Review with the director applicants whose profiles or needs fall outside standards.
- Coordinate with the business office and enrollment services on all related matters for each visiting student to AUI.
- Maintain and closely monitor the closed group communication channel (e.g. Facebook, WhatsApp, or other relevant platform) for each semester or summer session, answering inquiries and providing additional information as needed.
- Maintain and ensure online applications, checklists, and databases are up to date.
- Mentor students throughout the orientation process to encourage each one to become more independent in planning for their time at AUI and offering support or directing to support services as needed.
- Perform other tasks and duties as assigned or needed
- Education: Bachelor’s degree required; a Master’s degree is preferred.
- Languages: Excellent English proficiency is required. Knowledge of Arabic, French, or other languages is considered an asset.
- Technical Skills: Proficiency in Microsoft Office Suite.
- Higher Education Systems: Familiarity with Student Information Systems (SIS) and Learning Management Systems (LMS) used in higher education.
Qualified applicants are invited to submit a letter of application and a CV via the following form:
The Search Process:
Screening will begin as soon as possible, and short-listed candidates will be invited for interviews. The successful candidate will need to take the position right after notification.