Careers American International University Jahrah, Kuwait
Administrative Assistant American International University Jahrah, Kuwait
Job Purpose: Under direct supervision, the Administrative Assistant serves as a key member of the assigned department performing a wide range of administrative and clerical duties related to communication, office management, human resources, general administration, and special projects. The assistant has direct responsibility for helping manage the assigned office and assisting with the day-to-day projects and processes for the office
Duties:
- Serve as the principal source of information and contact for University and department; act as a liaison to faculty, staff, students, and other institutional offices
- Maintain office space, fostering a sense of community and a welcoming environment
- Organize and implement administrative systems and procedures to promote structure and increased efficiency within the department; assist in the development and updating of department policy and procedures guides and manuals
- Provide phone and in-person reception, referring visitors and calls, providing general information about the department, and ensuring the smooth day-to-day flow of communication
- Draft, edit, write and send department-wide communications on behalf of supervisor; prepare reports and presentations
- Maintain inventory, billing, and orders for department office supplies, phones, copy machines, copy codes, and computers, in close collaboration with the administrative team
- Open, sort, and route mail to the appropriate personnel
- Accurately maintain and update room reservation requests as assigned
- Manage department calendars and scheduling
- Record, compile, and transcribe minutes of meetings, as requested
- Make copies, collate, and assemble materials as needed
- Assist in organizing staff meetings and other staff events, coordinate catering, and reservations assist with travel arrangements as requested
- Prepare reimbursements for submission to Finance
- Maintain files and record-keeping
- Play a key role in orienting new employees to the department. Coordinate ID, email, and PIN set up. Serve as point of contact for a new office set up, computer, software, and supplies ordering, key distribution, swipe card access, and/or visitor passes as needed; organize and implement administrative tracking systems and procedures to perform necessary duties
- Assist with the administrative aspects of departing employees, including coordination of the closedown of space in preparation for transition
- Assist in the hiring, training, and supervision of work-study students as needed
- Provide support for special projects and assume responsibility for the development, administration, and promotion of these, as needed by the department
- Record and maintain human-resource-related transactions and documents as required
- Other duties as assigned
Skills:
- Must possess skills to be able to explain and demonstrate the essential functions of the position
- Ability to communicate ideas and information clearly and effectively at all levels within the University in English; must possess effective presentation skills
- Demonstrated skills, knowledge, and experience working with clerical administration
- Must be able to work in a fast-paced, professional working environment, working under pressure and maintaining composure; must be task oriented, a self-starter, and capable working independently
- Demonstrated ability to maintain confidentiality and effectively handle highly sensitive information with sound judgment, tact, and discretion
- Possess strong attention to detail and accuracy
- Ability to organize and prioritize work assignments and meet deadlines
- Demonstrated proficiency in the use of standard software applications
- Demonstrated ability to work effectively with a diverse group of professionals and constituents
- Ability to work evening and weekends as required
Experience and Education:
- Bachelor's degree preferred
- Minimum of three years' experience in a clerical administrative role
- Bilingual: English and Arabic preferred
- Demonstrated experiences using computer skills; proficient in Microsoft Word, Excel
- Demonstrated adequate typing speed in English
- Demonstrated experience with various styles of formatting for documents ranging from letters to reports
"Official Job Source: [ Administrative Assistant Job American International University - Kuwait City ]"
Admissions Specialist International University Jahrah, Kuwait
Overview:
Reporting to the Director of Enrollment, the Admission Specialist will perform a variety of regular, routine, and cyclical enrollment services and recruiting functions. The Specialist serves as an information resource to prospective students and the community regarding university requirements and procedures, university offerings and university life.
Duties:
- Offer information and counseling to students throughout the admissions process, clarifying policy and procedure as needed.
- Manage student documents, files, and correspondence, ensuring timely follow-up.
- Conduct outreach through fairs, exhibitions, presentations, and campus visits.
- Build and maintain relationships with schools, counselors, and internal departments to support recruitment.
- Ensure student record security and confidentiality in line with university policies.
- Stay updated on university programs and developments in higher education.
- Participate in committees and work flexible hours, including evenings and weekends.
- Other duties as assigned.
- Strong presentation, listening, and communication skills (written and verbal) in English.
- Outgoing personality with a strong work ethic; ability to connect, motivate, and inspire, especially high school students.
- Able to organize tasks, manage multiple projects independently or in a team, and maintain composure in a fast-paced environment.
- Sound judgment in decision-making and problem-solving; maintain confidentiality.
- Experience working with faculty, staff, and administrators.
- Proficient in technology, including social media and standard software applications.
- Flexible schedule, including evenings and weekends as needed.
Experience and Education:
- Bachelor's Degree from a regionally accredited institution required
- Demonstrated experiences using computer skills; proficient in Microsoft Word, Excel, social media and database management
- Demonstrated public speaking experiences
- At least two years of experience in an office environment, preferably in higher education (preferred)
- Demonstrated experiences interacting with multiple constituents; demonstrated flexibility, pleasant demeanor, professional appearance and ability to deal with changing and multiple priorities, frequent interruptions and a wide variety of personalities
- Possession of valid driver's license
About American International University:
AIU is a new institution of higher education in Kuwait with the first student cohort admitted in Fall 2019. It is a private, co-educational institution offering undergraduate degrees based on the American model of higher education. Through its educational programs, the university serves the intellectual, cultural, and personal growth of all members of its community. AIU’s offers degree programs in Engineering, Architecture and Design, and Business Administration where the language of instruction is English
"Official Job Source: [ Admissions Specialist Job International University Jahrah, Kuwait ]"
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