Academic Support & Progress (OASP)

Academic Support & Progress (OASP)

Human Capital Office invites internal and external applicants for the position of Administrative & Academic Support Officer at the Office of Academic Support & Progress (OASP)

Reporting Line : Assistant Dean for Academic Support & Director of Enrollment Strategy.

Job Overview:
While assisting the A. Dean for Academic Support and Director of Enrollment Strategy in major administrative tasks, the Administrative & Academic Support Officer contributes to the delivery of effective academic support and broad orientation to students and visitors (parents mainly) and gets involved in the daily academic support activities scheduled in the office calendar.
The administrative & Academic Support Officer duties and responsibilities include scheduling meetings and appointments within the office, being the front and first contact of students and visitors; and providing general administrative support to the office employees. 

Main Responsibilities :

▪ Coordinates the OASP activities according to the work calendar for each semester/session,
▪ Oversee and support all administrative duties in the office and ensure that the office is operating smoothly,
▪ In charge of office supplies inventory and place orders as necessary and ensure that all items are invoiced and paid on time,
▪ Perform receptionist duties: Greet visitors and answer direct phone calls,
▪ Draft, type, and format a variety of correspondence (including emails, letters, faxes, memoranda, etc.),
▪ Control action on all incoming and outgoing office correspondence and communications,
▪ Verify different documents that need to be signed by the A. Dean for accuracy of information, content, and the language before submission,
▪ Process and follow up the office budget and ensure accurate and timely reporting/ provide a monthly situation,
▪ Process all purchasing requests using the actual information system SAGE with the necessarily follow up,
▪ Work on the proposed budget both operational, capital, and strategic,
▪ Coordinate with the units under A. Dean and consolidate sections needed for the development and the delivery of the mid and annual Activity Report.
▪ Write minutes and design presentations.
▪ Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research/benchmark, and creating reports.

Tasks related to the Academic Support activities oriented to students
▪ Provide a frontline support service, in identifying and resolving student issues, and where specialist service interventions have been identified, to ensure that the necessary referrals are made efficiently and professionally to the Counselling Team, Student Support Services, other
departments/schools where applicable,
▪ Connect with new admitted students through the online pre-orientation (disseminate the modules and follow up on students’ completion of the program) 
▪ Assess students’ academic needs, connect them with the appropriate resources, and provide follow-up for ongoing support as needed,
▪ Schedule appointments with students and make the necessary follow-up on implementing the designed activities,
▪ Liaise with faculty, staff, and other University stakeholders on a wide range of academic support matters.
▪ Prepare and disseminate a range of information and guidance materials for students via a variety of media, including face-to-face, telephone, paper, and online.
▪ Assist in the organization of academic support workshops for students who have been identified as academically “at-risk”.
▪ Collect and review feedback from students by appropriate means, as part of the unit continuous quality improvement plan,
▪ Collect feedback regarding academic performance and other issues that put students on academic suspensions or dismissal when they appeal the decisions,
▪ Plan in-house or off-site activities, like seminars for students, celebrations, advising sessions with students and faculty, and conferences

Qualification and Professional Experience:

• Education: Bac + 3/4, in management, business administration, communication or similar.
• Experience: At least 2-3 years in an administrative or support role, preferred with familiarity with university environments and student needs.

Personal and Behavioral characteristics:

Skills :

▪ Good knowledge of administrative, procedures, and systems such as word processing, technical/professional writing, managing files and records and other office procedures and terminology.
▪ Good knowledge of principles and practices for providing customer service.
▪ Knowledgeable about all academic programs.
▪ Knowledgeable about all academic regulations and policies.
▪ Knowledgeable about statistical analytics.
▪ Knowledgeable about all support services that work toward student success.
▪ Ability to deliver quality customer services, with the demonstration of a strong understanding of how to
respond to differing students’ needs
▪ Good organizational and time management skills.
▪ Good communication skills for liaising with internal stakeholders in different units.
▪ Good interpersonal skills.
▪ Committed to working as part of a team.
Deadline: October 31, 2024, at midnight.
Qualified applicants are invited to submit a letter of application and a CV to: recruitment@aui.ma, specifying "
Administrative & Academic Support Officer " in the subject.