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The Human Capital Office invites internal and external applicants for the position of (permanent-full time staff members) for the position of Procurement Administrative Assistant.
Reporting Line: Director of Procurement and Infrastructure Director.
- To plan, establish priorities, organize and manage the secretarial and clerical functions of the office.
- To coordinate with AUI’s different departments and services, insuring an adequate and timely flow of information and follow up
- To draft, type and format a variety of correspondence (including letters, faxes, memoranda, etc.)
- To control action on all incoming and outgoing office correspondence and communications.
- To maintain the Manager’s calendar and schedule appointments
- To establish and to maintain the office filing system, periodically retiring files and records to the archiving system
- To prepare and submit tax exemption files to tax services
- To receive, record and dispatch purchase requests to purchasers
- To perform the duties of purchaser when needed
- To assist in launching and developing some projects
- To process and follow up the office’s budget
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To perform other tasks and duties as assigned
- A bachelor's degree or equivalent
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Preferred: bachelor in economics or business administration
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Previous working experience in a job-related position
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Good knowledge of administrative and clerical procedures and systems such as word processing, professional writing, managing files and records and other office procedures and terminology
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File and classify letters, applications, and all financial aid documents
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Maintain all financial aid documents in the vault and in the Financial Aid Office
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Perform other duties as assigned
The Human Resources Office invites internal and external applications for the position of Admissions & Outreach Officer in Admissions & Outreach Department
Reporting Line: Admissions & Outreach Manager
Position Description Summary:
The general purpose of this position is to provide information and assistance to graduate applicants regarding admission requirements and procedures. The Admissions & Outreach officer in charge of graduate contributes to the initiation and implementation of outreach programs and coordinate logistics related to admissions, outreach events, registration, and orientation activities.
Main Duties:
Process online applications to reach the AUI’s target in terms of new students to be enrolled for both Fall and spring campaigns.
• Give the right information to the prospective students and advise prospective students about the programs offered, admission procedures and eligibility.
• Ensure the follow-up of all the prospective students that the officer oversees.
• Fill the CRM with all the mandatory information about the prospective students.
• Record candidates’ application in Jenzabar, including status of the application, academic grades, TEOFL and/or ILTS scores.)
• Manage applications and student documentation and create physical files
• Respond to information requests (through incoming calls, E-mails, visits.)
• In charge of the follow-up with the schools for the entire admission process.
• Follow up with students for any enquiries through direct meetings, WhatsApp, emails and phone calls
• Communicate pre-registered "graduate" students to the housing department, the dean of student affairs 'office, and the first-year experience program department Communicate to the Language Center graduate applicants who need to sit for the English placement test (TOEFL).
• Send graduate completed application files to schools for review accordingly.
• Prepare and send admission decisions to admitted students.
• Coordinate with the schools and the registration office to ensure that (AUI) freshly graduated students
have met the requirements to be given the permit to register for their graduate studies.
• Make sure all admissions documentation is current and up to date such as: admission policy, application form.)
• Participate and deliver information sessions for AUI prospective students.
• Assist on campus activities such as (campus visit & tours, AUI TOEFL, open house.)
• Organize logistical operations related to all admissions and outreach events.
• Coach and monitor the activities of Student Ambassadors.
• Process campus visits requests, maintain the visits database, and coordinate with the security services for the visits plan, and Conduct campus tours for prospects and parents.
• Perform other tasks or projects assigned by or through the Admissions& Outreach Manager.
Knowledge and skills:
· Excellent communication skills.
· Result oriented.
· Good organizational and relational skills.
· Ability to maintain confidential and highly sensitive student information.
Educational and professional :
Required: Bachelor’s degree in business administration, Marketing & Communication or similar.
Preferred: At least 2 years’ experience in the same position.
Deadline: July 17, 2025
The Human Capital Office invites internal (permanent-full time staff members) and external applicants to apply for the position of School of Science and Engineering - Administrative Assistant - “For internal applicant, a prior written approval from the Dean/Director or Head of Department is mandatory”
Reporting Line: SSE Dean, SSE Associate Dean and the Dean’s Assistant
Position Description Summary:
· Screen emails, respond, redirect, or forward to the Dean’s Assistant as appropriate
· Provide faculty with office supplies Address faculty requests in terms of rooms reservations, events posting and organization, ITS requests, G&M help related requests, …
· Follow up on Faculty evaluation (appraisal, evaluation portfolios, …).
· Maintain the Faculty syllabi and Portfolios data and do the follow up.
· Support maintenance and repair of teaching equipment (projector, cables, whit boards,).
· Maintain the list of faculty applicants and their hiring status
· Provide interaction with faculty applicants on behalf of the Search Committee and the Dean.
· Organize travel on behalf of the school, to field trips or Faculty professional meetings
· logistics.
· Provide administrative forms and track their return and filing
· Organize visits to the school, including faculty candidates and seminar speakers.
· Maintain and monitor progress on semester coordinating calendar and manage the School Intranet.
· Provide secretarial support for the work of subject and program leads school committees,…
· Recording and organizing school activities and preparing activity/annual reports per semester.
· Acting as SSE liaison with COM/DEV to update SSE web page concerning Faculty profiles.
· Job title ADMINISTRATIVE ASSISTANT
· Reporting line SSE Dean, SSE Associate Dean and the Dean’s Assistant
· Job Category
· Span of control N/A
· Process faculty/research projects holders purchasing requests, invoices though Sage and help with their events logistics preparation.
· Help with Research students hiring/paperwork and compensation processing.
· Monitor Faculty Seed Money Grants: Faculty information, Cost centers creation, Budget, progress reports and related expenses.
· Support School clubs (rooms for events’ organization, G&M help requests, purchasing equipment processing and handling).
· Coordinate faculty and students Field Trips · Preparation of the logistics for the participation of SSE Students in international competitions.
New Faculty onboarding:
- Coordinate the orientation of new faculty
- Manage the new faculty onboarding and coordinate with the University Faculty Support about their Contracts, Arrival, Housing, offices and prepare their settlement in the school.
- Coordinate with the Associate Dean and Subject Leads about new faculty mentoring.
Perform administrative tasks pertinent to this job as assigned by the Dean the Associate Dean and the Dean’s Assistant.
- Filing
- Administrative information
- Faculty record
Qualifications
• Required : Bachelor’s degree/Master’s degree or equivalent
• Type and Length of experience
• Familiarity with Website development
• Digital collaboration tool is a plus
• Familiarity with reporting.
Personal and Behavioral characteristics / IT skills
• Excellent use of productivity tools Word, Excel, Power BI
• Excellent written and spoken English and French,
• Service and delivery oriented,
• Good organizational and relational skills,
• Adaptability and flexibility
Deadline: September 28 , 2025 at midnight.
“For internal applicant, a prior written approval from the Dean/Director or Head of Department is mandatory”
Position Description Summary :
- Supporting Sponsored Research and Impact Research
- Boosting Undergraduate Research
- Project Management
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Required: Master’s degree
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Preferred in: engineering
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Type and Length of experience: Familiarity with research + preferably some experience in project management/grant management + Websites + managing finances
Personal and Behavioral characteristics / IT skills
- Ability to juggle multiple projects, deadlines, and tasks efficiently, ensuring timely completion and alignment with university priorities.
- Strong verbal and written communication skills to interact with faculty, students, external partners, and administrative staff.
- Ability to present complex information clearly and concisely to a variety of stakeholders.
- Willingness and ability to adjust to changing priorities, unexpected challenges, or new developments in research projects.
- High standards of ethical conduct, ensuring adherence to research ethics, confidentiality, and academic integrity in all aspects of work.
- Proficiency in project management tools
- Familiarity with platforms used for grant writing and tracking
- Familiarity with social media platforms
- Website management
Deadline: September 30, 2025 at midnight.