Assistant to Program Director - School of Engineering & Applied Sciences

Program AdministrationManage correspondence, filing systems, official documents, and administrative records.Prepare official letters, including recommendation, invitation, competition, and other program-related communications.Respond to inquiries from students, faculty, alumni, and university departments regarding program policies and procedures.Compile reports, statistics, and program data for the Program Director, Dean's Office, and other stakeholders.Coordinate equivalency renewal and accreditation-related documentation for academic programs.Committee and Meeting SupportOrganize and attend Program Council, School Council, and other meetings as required.Prepare agendas, record meeting minutes, and follow up on action items.Participate in workshops and institutional events when requested.Student Services and Academic SupportCoordinate advising-related activities, including advisor assignment and resolution of registration and scheduling issues.Manage special student cases, including petitions, medical leave, semester withdrawal, probation, and appeals, in coordination with relevant university offices.Assist parents and students in resolving academic and administrative concerns.Process transfer students, course equivalencies, transfer credits, and study-abroad credit recognition.Coordinate graduation processes, including graduation clearance, project defense scheduling, external examiners, and related logistics.Academic OperationsPrepare the list of courses to be offered in every semester according to the study plan.Review class schedules, prepare faculty teaching loads, office hours, and reports for the Dean's Office and quality unit.Coordinate faculty and teaching assistant enrollment on learning management systems (e.g., Moodle).Faculty and Human Resource SupportCoordinate recruitment and onboarding of new faculty members, including HR documentation, contract follow-up, and university account requests.Provide administrative assistance to faculty members, including classroom arrangements, printing, and coordination with IT and other support units.Assessment and Examination AdministrationCoordinate midterm and final examination logistics, including exam scheduling, room requirements, proctor assignments, attendance records.Communicate examination schedules and responsibilities to faculty and teaching assistants.Events and External EngagementOrganize field trips, school visits, workshops, graduation project presentations, and other program events.Coordinate logistics, venue reservations, visitor itineraries, photography, transportation, hospitality, promotional materials, and interdepartmental arrangements.Procurement and Financial AdministrationProcess purchase requests through the ERP system and monitor approvals until completion.Coordinate procurement, receipt, and verification of purchased items.Manage cash advances, project funds, financial settlements, supporting documentation, and compliance with university financial procedures.General CoordinationLiaise with academic departments and administrative offices, including the Registrar, Human Resources, Finance, Information Technology, Marketing, Student Affairs, and external organizations to ensure smooth program operations.Perform other duties and special assignments consistent with the purpose and responsibilities of the position.

Education & Experience Bachelor's degree in Business Administration or a related discipline2–4 years of experience in administration in higher education institutions.Experience in student advising is an asset.Knowledge & CompetenciesKnowledge of academic administrative procedures and records management.Excellent verbal and written communication skills.Strong customer service and interpersonal skills.High level of attention to detail with strong problem-solving abilities.Excellent organizational, planning, time management, and prioritization skills.Ability to maintain confidentiality and handle sensitive information with professionalism.Language Skills:Native proficiency in Arabic.Very good command of written and spoken English.Computer Skills:Proficiency in Microsoft Office applications, particularly Word and Excel.Proficiency in email and electronic communication tools.Ability to quickly learn and effectively use new software systems.