Administrative Assistant in the Faculty of Arts and Sciences- Dean's Office

Job Title: Administrative Assistant

Department: Faculty of Arts and Sciences

Division: Dean's Office

Grade:11

1- Basic Functions:

Provides administrative support and carries out a wide range of routine administrative duties in the Dean's Office. This includes answering and directing incoming phone calls and visitors, liaising with faculty members, departments, other faculties, and central administrative offices, coordinating daily administrative work and following-up on pending matters, handling Oracle EBS and travel-related requests, maintaining office files and records, processing affiliates' recommendations, managing office mail and petty cash, preparing routine correspondence and notices, and supporting the supervisor while ensuring accuracy, confidentiality, and compliance with university policies and procedures.

2- Duties Performed:

a) Answers all incoming phone calls, transfers calls to the appropriate units, and takes messages when needed. Directs visitors, students, and faculty members as required. Serves as a liaison between the FAS Dean's Office, FAS faculty and departments, other faculties, and central administrative offices.

b) Assists the Executive Officer for Administrative Affairs in coordinating daily administrative operations, organizing priorities, tracking requests and deadlines, and following up on pending matters. Provides administrative support while ensuring accuracy, confidentiality, and compliance with university policies and procedures.

c) Provides logistical and travel support for faculty members and guests, including hotel and transportation arrangements, guest reception, and coordination of related requests.

d) Processes Oracle EBS transactions, including I-Expense, Travel, Reimbursement, Direct Pay, and Express Buy requests. Oversees expense reports, reimbursements, and petty cash, ensuring timely processing, accuracy, and compliance with university policies. Supports the Financial Manager when needed.

e) Coordinates with extended offices such as the Comptroller's Office, Procurement, the Travel Office, and other university units to ensure proper approvals, issue resolution, and timely completion of financial and administrative requests.

f) Processes FAS affiliates' recommendations.

g) Organizes office filing and maintains accurate, up-to-date, and secure records for FAS faculty members, staff, departments, centers, and committees.

h) Maintains office supplies and keeps an updated inventory of materials.

i) Coordinates with university facilities and maintenance departments regarding building maintenance requests and follow-up.

j) Monitors and distributes keys for faculty classrooms and offices, orders keys when needed, and maintains an accurate key log.

k) Handles office mail by sorting, dispatching, and forwarding correspondence to relevant departments and offices.

l) Prepares correspondence, notices, and related documents as requested.

m) Performs other related duties as requested.

3-  Work Contacts:

Regular contact with AUB community up to senior level when arranging for meetings and handling inquiries.

4- Independence of Operation:

Reports to the Executive Officer for Administrative Affairs.

Works according to established procedures, clearly set precedents, and professional administrative standards. Completed work is checked at subsequent stage in the work cycle.

5- Supervisory Responsibility:

None

6- Physical Effort:

Minimal

7- Work Conditions:

Clean and pleasant

8- Minimum Requirements:

• Bachelor's degree in a relevant field. 
• 3 years of related work experience.
• Very good familiarity with Microsoft Office tools.
• Strong communication, interpersonal, and organizational skills.
• Very good knowledge of English and Arabic.