Career at ADA

Position summary

Assistant, under the general direction of the Dean, provides administrative support to the Dean and Associate Deans in a wide variety of areas including: scheduling, correspondence, maintenance of the Dean’s calendar and problem solving for the day-to-day operations of the Dean’s Office.

Responsibilities 

• Handle all the administrative tasks in the office, which includes correspondence, distribution, conference/interview set up, scheduling of meetings, etc.;
• Have knowledge of ADA and Azerbaijan regulations for the correct organization of teaching
• Manage assigned projects, send necessary information and reminders;
• Help to organize various events and meetings related to the school including:

- Arranging room and other necessary logistics for meetings and social events organized by the school;

- Creating agendas, taking notes when asked and producing meeting minutes;

• Manage arrangements relating to Adjunct and Full-time faculty recruitment presided by the Dean including:

- Developing and maintaining database of the details of faculty offers;

- Organizing interviews with candidates and Selection Committees;

- Preparing Job Offer letters and cooperating with other relevant departments for completing recruitment process;

 - Support new faculty in the onboarding process. 

• Implement administrative tasks before every semester including:
• Arranging meetings with program directors to prepare course offerings;
• Ordering course materials including books with the consultation of the faculty;
• Maintain file cabinets and ensure up to date record keeping;
• Complete different departmental forms (annual budget for procurement, purchase request form, equipment utilization sheet);
• Coordinate both received and delivered official letters related to the school including recommendation letters for students;
• Welcome guests of the Dean and School; 
• Other duties assigned by the Dean. 

Qualifications

• Bachelor's Degree is required;
• Minimum 1-2 years administrative assistant experience or equivalent;
• Detail oriented as well as highly motivated, willing to take ownership of certain assigned tasks and complete them under tight deadlines;
• High level of proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint and Outlook, is essential;
• Excellent written and verbal communication skills;
• Excellent knowledge of English, Azerbaijani languages;
• Good interpersonal skills with the ability to build partnerships and to work with all levels of employees and management;
• Ability to maintain a high level of confidentiality;
• Flexibility, agility, empathy, diligence, precision and organized thinking are expected personal qualities.

Please follow the link to apply for this position: https://www.ada.edu.az/apply-to-job

The deadline for application is July 9, 2025.

Only shortlisted candidates will be contacted for further recruitment process.