School of Design and Architecture

Position summary

Assistant, under the general direction of the Dean, provides administrative support to the Dean and Associate Deans in a wide variety of areas including: scheduling, correspondence, maintenance of the Dean’s calendar and problem solving for the day-to-day operations of the Dean’s Office.

Responsibilities 

• Handle all the administrative tasks in the office, which includes correspondence, distribution, conference/interview set up, scheduling of meetings, etc.;
• Have knowledge of ADA and Azerbaijan regulations for the correct organization of teaching
• Manage assigned projects, send necessary information and reminders;
• Help to organize various events and meetings related to the school including: Arranging room and other necessary logistics for meetings and social events organized by the school;Creating agendas, taking notes when asked and producing meeting minutes;
• Manage arrangements relating to Adjunct and Full-time faculty recruitment presided by the Dean including: Developing and maintaining database of the details of faculty offers; Organizing interviews with candidates and Selection Committees; Preparing Job Offer letters and cooperating with other relevant departments for completing recruitment process. Support new faculty in the onboarding process. 
• Implement administrative tasks before every semester including:
• Arranging meetings with program directors to prepare course offerings;
• Ordering course materials including books with the consultation of the faculty;
• Maintain file cabinets and ensure up to date record keeping;
• Complete different departmental forms (annual budget for procurement, purchase request form, equipment utilization sheet);
• Coordinate both received and delivered official letters related to the school including recommendation letters for students.
• Welcome guests of the Dean and School. 
• Other duties assigned by the Dean. 

Qualifications

• Bachelor's Degree is required;
• Minimum 1-2 years administrative assistant experience or equivalent;
• Detail oriented as well as highly motivated, willing to take ownership of certain assigned tasks and complete them under tight deadlines;
• High level of proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint and Outlook, is essential;
• Excellent written and verbal communication skills;
• Excellent knowledge of English, Azerbaijani languages;
• Good interpersonal skills with the ability to build partnerships and to work with all levels of employees and management;
• Ability to maintain a high level of confidentiality;
• Flexibility, agility, empathy, diligence, precision and organized thinking are expected personal qualities.

Please follow the link in the Apply for job button to apply for this position. Only shortlisted candidates will be contacted for further recruitment process. 

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