"Administrative Assistant - Dental Clinic - COD"

Job Details

1. Position Summary : AUIB is seeking a dynamic and experienced Administrative Assistant to drive its mission of supporting academic excellence, operational efficiency, and service to the AUIB community. In this pivotal role, the Administrative Assistant will provide high-level administrative and coordination support to academic and administrative units, ensure the smooth operation of daily office functions, and contribute to a professional, student-centered, and collaborative university environment. If you’re an organized and proactive professional with a passion for higher education, institutional excellence, and supporting teaching and research in an American-style academic setting, this role is for you. Whether you’re actively seeking a new challenge or passively considering your next step, AUIB offers an exciting opportunity to make a lasting impact on the future of Iraq and the region. Key Responsibilities :Respond to inquiries in person and by email to students, faculty, staff, Dean and manager of clinics provide information regarding classes, campus facilities, directions, and curriculum orientation.
2. Serve as a first point of contact for patients, students, staff, faculty, and the public for assigned programs by answering a variety of questions and responding to complaints; providing information, college, and District information; explaining program requirements, policies, procedures, and eligibility questions according to established guidelines.
3. Order office supplies and maintain inventory and office equipment.
4. Support the executive assistant and clinic manager in maintaining directories, records, student databases, and bulletin boards when needed.
5. Performs a variety of student service duties, such as dropping/ adding students to programs, assembling informational packets, helping distribute applications, forms, and other documents as requested, and assisting students in completing such documents.
6. Learn and apply emerging technologies to perform duties in an efficient, organized, and timely.
7. Assist the executive assistant and faculty with incoming speaker and lecturer events: help with advertising, arrange catering or meal reservations, and complete visitor forms.
8. Maintain effective communication with faculty, students, and the University community, and interpret college policies and programs accurately and constructively.
9. Attend professional meetings when asked or perform any other duties assigned or delegated by the Dean of the college.
10. Coordinate the Dental Clinic appointments from inside and outside the AUIB campus.
11. Ideal Candidate Profile :Strong Organizational and Time-Management Skills
12. Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced academic environment.
13. Excellent Communication Skills
14. Clear and professional written and verbal communication in English and Arabic, with the ability to interact effectively with faculty, staff, students, and external partners.
15. High Attention to Detail and Accuracy
16. Proven ability to handle documentation, scheduling, and records management with precision and confidentiality.
17. Proficiency in Office and Digital Systems
18. Strong working knowledge of Microsoft Office applications and experience using administrative, academic, or enterprise systems.
19. Professionalism, Initiative, and Teamwork
20. Demonstrates reliability, discretion, and a proactive approach while working independently and collaboratively to support institutional goals.

Education and Experience :Required Education:

• Bachelor’s degree in Business Administration, Management, Public Administration, or a related field from a recognized institution.

• Relevant professional experience may be considered in lieu of a degree where appropriate. Years of Relevant Experience:

• Minimum of 2 years of relevant administrative or office support experience, preferably within a higher education, non-profit, or international organization.

Specific Skills or Expertise:

• Strong organizational, coordination, and time-management skills.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

• Experience with administrative systems, document control, and records management.

• Ability to prepare correspondence, reports, and meeting documentation.

• Strong communication skills in English and Arabic.

Additional Certifications:

• No mandatory certifications required.

• Certifications or training in office administration, project coordination, HR, or IT systems are considered an advantage.

Personal Attributes:

• High level of professionalism, integrity, and confidentiality.

• Proactive, adaptable, and detail-oriented approach to work.

• Strong sense of responsibility and accountability.

• Commitment to AUIB’s mission, academic excellence, diversity, and community engagement. #LI - REMOT Why AUIB?Diversity and Inclusivity: At AUIB, we champion diversity and inclusivity in every aspect of campus life. Our vibrant community is a tapestry of cultures, ideas, and dreams, ensuring a welcoming environment for everyone through fair and equal policies. Competitive Benefits: AUIB offers competitive salaries, comprehensive health plans, and generous leave policies, ensuring the well-being and satisfaction of our staff. Professional Development: With numerous opportunities for career progression and professional development, AUIB is the ideal place to enhance your skills and advance your career. A Thriving Community: Our expatriate faculty and staff enjoy comfortable on-campus accommodations, and a vibrant campus equipped with state-of-the-art facilities, including an expansive library, modern classrooms, and recreational amenities. A Legacy of Excellence: Situated in Baghdad, AUIB is dedicated to reviving the city’s historic legacy of learning and culture. Joining AUIB means being part of a prestigious project envisioned by prominent figures in business, government, and education. Application Requirements: To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:

• Cover letter: Detail how your skills and experience align with the specific requirements of the position you are applying for.
• Resume/Curriculum Vitae: Provide an up-to-date resume or CV.
• Identification: A valid national ID or passport is required for the application process.

Please note that applications missing any of these components will not be considered.Candidates Shortlisted for an Interview: If you are shortlisted for an interview, you will need to provide additional documentation:

• Educational transcripts and certifications must be translated into English.
• References: Provide contact details for three references who have either worked with you or supervised your work.