Purpose:
The job holder provides a wide variety of administrative and program support and secretarial work for the Office of the Dean of Graduate Studies. He or She serves as primary point of operational and administrative contact for internal and external constituencies.
Responsibilities:
- Provide administrative support including managing the schedule or calendar of the dean, making travel arrangements, screening and handling telephone communications, drafting documents, memoranda and reports, greeting and directing visitors and students, and dealing with administrative problems and inquiries as necessary
- Manage the requests for access to the Dean of Graduate Studies
- Support the graduate recruitment team for the graduate student orientation and graduate open house events, twice per year, by conducting all space reservations, transportation arrangements for open house attendees, and is responsible for CTMS and security arrangements
- Coordinate administrative logistics for ordering and setting up catering, car reservation, and space reservations for all Dean of Graduate Studies Office's events
- Coordinate administrative logistics for receiving external visitors to the Dean of Graduate Studies, including campus access, security clearance, reception at the gates and internal transportation
- Responsible for office inventory, preparing IT equipment assessment, as well as filing system and for the database for the external contacts of the office
- Provide administrative support to the Assistant Dean of Graduate Studies
- Prepare graduate students degree evaluations, and academic records as needed, in support of readmission requests, extension of study period requests and petitions to the Dean of Graduate Studies
- Prepare support letters for graduate students and teaching assistants
- Support the assistant dean in reviewing graduate student support grant applications including verification of conference details and registration fees, verification of host details for study abroad applications, and the determination of travel and visa costs in coordination with the Travel Office
- Assist in drafting the graduate student support grants award letters, reflecting the details of individual awards
- Review the graduate student support grant reports from all the technical and financial aspects, contact students and follow up with them for clarifications and for completing any missing documents or information, in preparation for the final assessment of the completed reports by the assistant dean for approval
- Contact graduate students for purposes of graduate student support grant applications and reports, readmission requests, extension of study period requests, as well as requests for support letters
Requirements:
Minimum Education Requirements:
- Bachelor's degree in a relevant field
Experience:
- A minimum of five years of experience, preferably within an institution of higher education
Skills:
- Strong secretarial and administrative skills
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
- Organizing and coordinating skills
- Strong computer skills with Microsoft Office Word, Excel, PowerPoint
- Strong language skills, oral and written, in Arabic and English
- Committed to deadlines and well organized
- Able to handle multiple tasks
- With a good sense of initiative
- With an ability to think independently and creatively
- Banner knowledge is an asset
This position is open until February 18, 2026
Placement is based on the candidate's experience and skills. Only candidates who make it to the shortlist will be contacted
The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply.
We thank all individuals who have expressed interest in working at The American University in Cairo.
