Description

Specialist, General Education Program is responsible for providing high quality professional and administrative executive support to the Director of General Education Program. The position is the first point of contact for the Office of the Director and is responsible for the day-to-day management of the General Education Office including diary and correspondence management, coordination and support of meetings and travel, and related document management. The position also supports the program operations, including faculty management and recruitment, academic activities, events and projects.

The Specialist, General Education Program exercises discretion in handling sensitive and confidential issues, bringing matters to the attention of the Director of General Education, as required. The position interacts with external stakeholders, including industry and agencies, government officials, media and staff in other education institutions (national and foreign), as well as broadly across the University.

Responsibilities

Maintain, develop and implement internal office processes to provide efficient and effective management of the Office of the General Education Program Director including:

• The schedule of the Office and related aspects including telephone calls, electronic diary appointments and organization of meetings, agendas, and relevant papers;
• Correspondence (including electronic) in and out of the Office, including the collation, dissemination and follow-up of information, preparing correspondence for the Program Director as required;
• Financial and procurement processes of the Program through the internal enterprise systems;
• Shares primary responsibility for managing and scheduling the Program Director’s calendar with the other parties;
• Develops and manages a database of contacts, initiatives and assignments;
• Electronic and occasional paper filing in accordance with approved records management processes and security requirements;
• Manages multiple tasks with competing deadlines;
• Arrange Office and Program meetings by preparing agenda, writing and documenting minutes and maintaining the action logs;
• Manage arrangements relating to faculty/staff recruitment and promotion activities presided by the Program Director including organizing interviews with candidates and Selection Committees;
• Support faculty management and academic activities through; 
• Managing contractual and financial arrangements with full-time and adjunct faculty;
• Coordinating arrangements for activities during each academic semester, including exam sessions and textbook acquisition; 
• Contributing to annual operational and strategic planning and review processes, undertaking statistical and trend analysis, interpretation and reporting where relevant through researching external sources and internal enterprise systems;
• Undertake or support arrangements relating to the projects and activities e.g. conferences, seminars, school retreats under delegation from the Program Director and liaise with faculty and staff in respect to their management;
• Consult, liaise and negotiate on behalf of the Office with internal and external stakeholder groups and institutions primarily on operational matters as required;
• Coordinate and compile information and responses in relation to items/issues raised by internal and external parties, draft responses for submission to these parties. Prepare draft reports and other documentation and presentations on behalf of the Office;
• Forwards situations and issues presented by staff, faculty, and external parties to appropriate staff members for resolution and tracks the process;
• Any other duties as determined and directed by the Program Director.

Requirements

• Relevant qualifications (preferably a master’s degree) and/or equivalent level of knowledge gained through education, training and/or experience (preferably in a relevant discipline);
• Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on PowerPoint, Excel, Outlook and database skills, electronic calendar management, various videoconferencing applications and email applications;
• Experience in providing administrative and management support, preferably at executive level, and ability to adapt to, or experience in, a university environment;
• Excellent written and oral communication skills in English and Azerbaijani, including high-standard mail correspondence. Experience in corporate communication, including visual and digital channels is desired;
• Highly developed interpersonal, professional communication and influencing skills and an ability to liaise effectively and build relationships with clients and stakeholders at all levels both internally and externally to the organization;
• Demonstrated high level organizational and project management skills, capacity to prioritize by assessing situations to determine urgency and ability to interpret policies and procedures;
• Ability to develop a work schedule, set goals, create/implement action plans and monitor progress towards goals;
• Demonstrated positive, flexible and adaptable attitude with a willingness to take on a wide range of diverse tasks and adjust to competing and shifting priorities in a changing environment;
• Demonstrated ability to use initiative, identify and recommend solutions to problems;
• Experience in handling sensitive and confidential matters;
• Strong ability to work independently and as a team member;
• Diplomacy, professional appearance and demeanor, and excellent attendance.

Interested candidates are requested to submit, preferably in Word or PDF format: (1) cover letter, (2) curriculum vitae, (3) contact information of three references, (4) summary of work experience.

Only shortlisted candidates will be contacted. The cut-off date for application is July 20, 2024. Appointment begins August 20, 2024. ADA University offers a competitive remuneration package and attractive conditions of employment of high standard. For more information about ADA University, please visit www.ada.edu.az