"Administrative Assistant-ELA"

Job Details

Position Summary

The responsibility of the Administrative Assistant/Student Advisor is to assist in the operation of the ELA programming office. Their role is to assist with financial management, administrative duties, answering phones, create and conduct periodic presentations to promote the ELA program and continue the marketing of the ELA program. Energetic professionals who can multi-task. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. This job also requires experience working with university students, providing advice and support as needed.

Key Responsibilities

• Provide academic guidance and support to students on course selection, program requirements, and study skills.
• Advise students on policies, procedures, and available resources within the institution.
• Monitor student progress and maintain accurate advising records.
• Offer personal support by referring students to appropriate services (counseling, tutoring, career services, etc.).
• Assist students in setting educational and career goals, creating study plans, and exploring opportunities for growth.
• Conduct orientation sessions, workshops, and information sessions for new and current students.
• Serve as a liaison between students, faculty, and administration to ensure effective communication.
• Identify at-risk students and provide interventions to support retention and success.
• Maintain confidentiality and ensure ethical standards in advising practices.
• Contribute to student engagement initiatives, extracurricular programs, and campus events.
• Assist with testing orientation and proctoring (placement testing)
• Manage correspondence by responding to general inquiries and faculty communications.
• Develop and oversee filing and record-keeping systems.
• Assist with marketing initiatives and promotional activities for the ELA.
• Review, prepare, and initiate supply requisitions for the director.
• Organize and schedule meetings, appointments, and events.
• Coordinate with the IT department to ensure smooth functioning of office equipment.
• Provide general assistance to visitors, faculty, and students.

Ideal Candidate Profile

• Student Advising & Support: Provides academic guidance, monitors progress, maintains records, identifies at-risk students, and connects learners with appropriate campus resources.
• Communication & Coordination: Serves as a liaison among students, faculty, and administration; manages inquiries and correspondence; supports orientations, workshops, and engagement events.
• Administrative & Office Management: Organizes schedules, meetings, events, filing systems, and supply requisitions while ensuring confidentiality and ethical advising practices.
• Technical & Operational Support: Assists with placement testing, maintains office equipment through IT coordination, and offers general support to visitors, faculty, and students.
• Marketing & Program Promotion: Contributes to ELA program outreach through presentations, promotional activities, and marketing initiatives.

Education and Experience

• Required Education: Bachelor's degree.
• Years of Relevant Experience: 2 years of administrative work.
• Additional Certifications: Microsoft Office skills.
• Personal Attributes: Strong communication skills in English and Arabic.

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.