Administrative Assistant – Associate Dean for Graduate Studies (Grant Position)

About the role

The Administrative Assistant will support the Associate Dean for Graduate Studies by managing daily operations, communications, and documentation. This limited‑time grant position ensures smooth workflow for internal and external stakeholders within the department.

Key responsibilities

• Maintain departmental calendars, schedule appointments, and coordinate multi‑stakeholder meetings.
• Handle internal and external communications, including email and telephone inquiries, with professional and timely responses.
• Organize physical and digital filing systems, preserving academic archives and confidential records.
• Prepare official reports, correspondence, and event materials in line with institutional standards.
• Process purchase orders, travel requests, and supply requisitions following university procurement policies.
• Track inventory of department supplies and manage event logistics such as room bookings and catering.
• Liaise with faculty, students, vendors, and university offices (HR, IT, finance, facilities).
• Assist with onboarding, scheduling of temporary staff, and HR data management (attendance, leave balances).

Required profile

• Bachelor’s degree in a relevant field.
• Up to four years of experience in an administrative support role.
• Strong organizational, time‑management, and record‑keeping abilities.
• Professional verbal and written communication in Arabic and English.

Required skills

• Proficiency with Microsoft Office suite (Word, Excel, Outlook).
• Experience using SAP or similar enterprise resource planning software.

What we offer

• Opportunity to work closely with senior academic leadership.
• Exposure to university‑wide processes and stakeholder networks.
• Professional development in a higher‑education environment.