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Administrative Assistant AT
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.
