Executive Assistant to the Dean of CSS

Компания "KIMEP"

KIMEP, College of Social Sciences is looking for applicants for the following position:

Job Title: Executive Assistant to the Dean, College of Social Sciences (CSS)
Division: College of Social Sciences (CSS)
Department: Dean’s Office, CSS
Position reports to: Dean of the College of Social Sciences

Position Overview

The Executive Assistant to the Dean of the College of Social Sciences (CSS EA) provides high-level administrative and strategic support to the Dean, ensuring efficient operations of the Dean’s Office and advancing the mission of the College. The CSS EA plays a pivotal role in coordinating communication, organizing activities, managing information flow, and supporting academic and program development initiatives. A significant portion of the role involves working directly with the Dean on program development, accreditation preparation, and special projects. The position requires strong organizational skills, professionalism, discretion, and a deep understanding of academic administration. Familiarity with generative AI tools and their application in academic and administrative settings is an essential requirement.

Duties and Responsibilities

Administrative and Strategic Support

• Provide comprehensive administrative assistance to the Dean, including drafting correspondence, reports, memos, and confidential documents.
• Manage the Dean’s calendar, appointments, and schedules; coordinate internal and external meetings.
• Serve as the first point of contact for the Dean’s Office, screening inquiries and directing them appropriately.
• Coordinate communication between the Dean’s Office, faculty, staff, students, and external stakeholders.
• Assist in the development and implementation of new academic programs, accreditation processes, and strategic initiatives.
• Independently prepare summaries, briefing notes, and presentations for the Dean.

Event and Meeting Coordination

• Organize and coordinate college events, including faculty meetings, College Council sessions, advisory board meetings, academic conferences, workshops, and guest lectures.
• Prepare agendas, distribute support documents, and take and maintain minutes of meetings.
• Manage logistical arrangements for visitors and official delegations, including travel, scheduling, and hospitality.

Financial and Operational Support

• Assist in the preparation and monitoring of the Dean’s Office and College budgets.
• Process financial transactions, including purchase requisitions, payment orders, travel authorizations, and reimbursements, in compliance with university procedures.

Data Management and Reporting

• Collect, maintain, and analyze data relevant to CSS operations, accreditation, and strategic planning.
• Assist in preparing reports for the Dean, university administration, and external bodies.
• Maintain accurate records of College committees, advisory boards, and strategic initiatives.

Other Duties

• Apply generative AI tools to optimize workflows, including document drafting, scheduling, data reporting, and student/faculty communications.
• Provide translation of documents as needed.
• Ensure compliance with university policies and procedures.
• Perform other duties relevant to the position as assigned by the Dean, consistent with the role’s responsibilities.

Qualifications

Minimum Qualifications

• Bachelor’s degree in Public Administration, Business Administration, Higher Education Management, or a related field.
• A minimum of 1-2 (1-2) years of progressively responsible administrative experience, preferably in higher education.
• Demonstrated experience providing executive-level support, including scheduling, communication, and event coordination.
• Extensive knowledge of generative AI tools and their applications in academic and administrative contexts.
• Outstanding organizational, analytical, and problem-solving skills.
• Excellent interpersonal and professional communication skills; ability to work effectively in a multicultural academic environment.
• High level of discretion, integrity, and the ability to handle confidential information appropriately.

Preferred Qualifications

• Master’s degree in a relevant field.
• Administrative experience within KIMEP University or another higher education institution.
• Proficiency in English (written and oral); knowledge of Russian and/or Kazakh highly desirable.
• Strong proficiency in MS Office and other relevant administrative software.

Deadline for submission of applications/resumes is September 10, 2025 inclusive or open until filled

Please indicate your salary expectations in KZT, net monthly.

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