Dean’s Office Assistant

Dean’s Office Assistant

Dean’s Office Assistant

• Support Dean’s daily engagements and assist in the coordination of meetings, briefings, and follow-ups.
• Ensure that the Dean’s Outlook calendar and the SSAH academic calendar are accurate and synchronized.
• Send reminders to faculty regarding key academic calendar deadlines.
• Maintain data for faculty leaves, absences, and teaching schedules.
• Assemble faculty-related data for the SSAH dashboard and KPI reports.
• Facilitate preparation and processing of faculty-initiated purchase orders, invoices, and reimbursements; develop and maintain clear process timelines for these.
• Update subscriptions and faculty learning materials on a fixed schedule.
• Assist the Dean in budget preparation and monitoring, including projections for faculty development funds.
• Track School-level KPIs and provide regular progress updates on strategic initiatives.
• Support faculty engagement and internal communications across School initiatives.

• Coordinate faculty recruitment and hiring logistics: receive needs assessments from the AD, prepare job postings, organize committee documents, and manage candidate communications.
• Support faculty induction: prepare offers, contracts, onboarding materials, and coordinate with HR, ITS, and Housing for logistics and account creation.
• Ensure new faculty arrivals are equipped for teaching (IDs, IT platforms, office supplies, materials).
• Maintain faculty workspace, shared drives, and handbooks, ensuring digital archiving and process documentation.
• Support faculty development activities: conference applications, professional development funding, and communication with the Center for Learning and Teaching (CLT).
• Assist in organizing faculty events, convocations, and retreats.
• Support the Faculty Evaluation Committee (FEC): prepare timelines, track submissions, ensure file completeness, and facilitate approvals.
• Maintain accurate, confidential faculty personnel records and evaluation calendars.
• Share student evaluations with the Dean and ensure compliance with appraisal and contract renewal procedures.
• Liaise with staff and AD to ensure all operational support processes align with academic priorities.
• Assist in the launch, development, and implementation of Dean’s strategic initiatives, working closely with faculty leads attached to various AUI KPIs, and supporting them for these projects.
• Perform other tasks and duties as directed by the line manager.

• Bachelor’s degree in management, education, or a related field.
• 1–3 years of professional experience in an administrative, academic, or operations support role.

• Strong familiarity with academic processes, faculty affairs, or higher education logistics preferred.
   

• Excellent organizational and follow-up skills; attention to detail and accountability.
• Strong time management and multitasking abilities.
• Ability to take initiative and manage processes with minimal supervision.
• Excellent communication in English and French (Arabic desirable).
• Professional discretion with confidential information.
• Team-oriented, flexible, and service-minded with a proactive attitude.
• Positive and calm demeanor under pressure; problem-solving orientation.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong comfort with digital filing systems, scheduling tools, and shared workspaces (Teams, SharePoint, Google Drive).

• Capacity to generate simple data summaries or dashboards for reporting.

• 100% of academic calendar and Dean’s calendar deadlines tracked and met.
• Faculty hiring and onboarding processes completed on time and in compliance with university procedures.
• All reimbursement and budget documentation processed within established timelines.
• Up-to-date, accurate SSAH faculty records and evaluation files maintained.
• ≥ 85% satisfaction rate among faculty for responsiveness and communication of the Dean’s Office.