Department: President's Office

Contract type: Full-time

Job location: Yerevan, the capital of the Republic of Armenia

Application deadline: 04/27/2025

Position Overview:

The Administrative Assistant will primarily support the Provost in all aspects of academic administration (but will be available to the other members of the Executive Team, when necessary), including scheduling, communications, meeting coordination, and academic affairs. This position requires a proactive, highly organized, and detail-oriented individual with excellent communication skills and a strong understanding of academic operations within a university setting. The role also requires close collaboration with the Executive Manager of the President’s Office for administrative and procedural oversight. 

Key Responsibilities:

• Coordinate the Provost’s calendar, schedule meetings, and prioritize academic-related commitments, ensuring that all activities align with the Provost’s strategic priorities.  
• Assist the Provost with daily tasks, including preparing student letters, conducting research, taking meeting minutes, and supporting academic affairs activities.
• Monitor the Provost’s email, triage communications, and respond on the Provost’s behalf as directed by the Provost and the Executive Manager. Bring important matters to the Provost’s attention and maintain confidentiality at all times.
• Work closely with the Executive Manager of the President’s Office on logistical and procedural matters, ensuring all administrative tasks, including document management, approvals, and expense reporting, are handled effectively and in alignment with the President’s Office protocols.
• Assist the Executive Manager with tasks involving other members of the Executive Team, per his/her instructions.
• Prepare internal memoranda, correspondence, expense reports, and other documents for the Provost’s approval, ensuring that all information is complete and accurate. 
• Manage incoming and outgoing communications for both the Provost and the President’s Office, including phone calls, emails, and meeting scheduling, as directed by the Executive Manager, ensuring professionalism and confidentiality.
• Prepare agendas, meeting minutes, and materials academic-related meetings (primarily Academic Support Units and Program Review meetings), and attend meetings as needed to take notes or provide administrative support, sometimes in place of the Provost in his/her absence.
• Ensure timely follow-up on action items from meetings and ensure completion in alignment with the Provost’s academic goals.
• Collaborate with various AUA units to ensure academic policies and procedures are up-to-date, compliant, and appropriately implemented, specifically with the Office of Institutional Research and Assessment.
• Handle requests and inquiries related to academic affairs from external bodies, government institutions, and internal university departments.
• Translate, proofread, and edit correspondence, reports, and documents as needed and as directed by the Executive Manager, ensuring high-quality English and Armenian content. Provide oral translation between English and Armenian during meetings, as necessary.
• Oversee internal documentation flow within the university, ensuring timely approval and coordination between various units, including the 1C docflow system.
• Performs any additional tasks or duties as assigned by the Provost or the Executive Manager of the President’s Office.

Qualifications:

• Education: Bachelor’s degree required; Master’s degree preferred.
• Language Skills: Exceptional proficiency in English and Armenian (both written and spoken); proficiency in Russian is a plus.
• Experience: At least 2 years of relevant administrative experience, ideally within a higher education environment, particularly in an academic setting.
• Skills
  • Proficiency in MS Office, Google Suite, and general office technology.
  • Excellent organizational and communication skills, with an ability to prioritize tasks and manage competing demands.
  • Ability to work independently, take initiative, and contribute proactively to a team-oriented environment.
  • Strong understanding of academic operations within a university, preferably within an American higher education institution.
  • High attention to detail and the ability to handle sensitive and confidential information with discretion.
  • Proactive and able to work in a fast-paced, dynamic environment.
  • Team-oriented with a collaborative attitude.
  • Strong ability to adapt to changing priorities and contribute to the broader mission of the Provost’s office and the university.

Additional Information:

Please submit a cover letter and resume outlining your qualifications and experience relevant to this position here.

AUA is an equal opportunity employer and is committed to an active non-discrimination program within the institution 

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