Position summary

Assistant, under the general direction of the Dean, provides administrative support to the Dean 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.;
• 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.
• Implement administrative tasks before every semester including:
• Organizing meetings to discuss and plan 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 (purchase request form, equipment utilization sheet);
• Coordinate both received and delivered official letters related to the school including recommendation letters for students;
• Other duties assigned by the Dean. 

Qualifications

• Relevant qualifications (preferably a master’s degree) and/or equivalent level of knowledge gained through education, training and/or experience (preferably in a relevant discipline);
• Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on PowerPoint, Excel, Outlook and database skills, electronic calendar management, various videoconferencing applications and email applications;
• Experience in providing administrative and management support, preferably at executive level, and ability to adapt to, or experience in, a university environment;
• Excellent written and oral communication skills in English and Azerbaijani, including high-standard mail correspondence. Experience in corporate communication, including visual and digital channels is desired;
• Demonstrated high level organizational and project management skills, capacity to prioritize by assessing situations to determine urgency and ability to interpret policies and procedures;
• Ability to develop a work schedule, set goals, create/implement action plans and monitor progress towards goals;
• Demonstrated positive, flexible and adaptable attitude with a willingness to take on a wide range of diverse tasks and adjust to competing and shifting priorities in a changing environment;
• Demonstrated ability to use initiative, identify and recommend solutions to problems;
• Experience in handling sensitive and confidential matters;
• Strong ability to work independently and as a team member;
• Diplomacy, professional appearance and demeanor, and excellent attendance;
• Knowledge of equal opportunity principles.