Job Opportunity: Administrative Officer

Department: President & Secretary General Affairs

Location: Beirut Campus, Lebanon

Institution Description

Beirut Arab University (BAU) is one of the leading universities in Lebanon and accredited by renowned international accreditation bodies. With a diverse environment for students and staff from more than 57 countries and nationalities, BAU is devoted to achieving excellence in teaching, research, and services to the community. The institution offers 46 undergraduate programs and 164 graduate programs in various academic disciplines including human sciences, law and political science, business administration, architecture, engineering, sciences, pharmacy, dentistry, and health sciences. Visit our website at www.bau.edu.lb to explore more about what BAU offers.

Job Objective

The Administrative Officer at Beirut Arab University is responsible for providing comprehensive administrative and operational support to the President and Secretary General Affairs department. This role ensures the smooth coordination of University Council activities, effective documentation, and correspondence management while maintaining strict adherence to university policies and standards.

Main Tasks:

. Coordinate University Council Meetings:

  - Prepare and distribute invitations for University Council meetings as requested by the President.

  - Draft and distribute the agenda, ensuring all relevant topics are included, as suggested by the President.

  - Ensure the University Council meeting room is properly arranged and equipped for the meeting requirements.

. Administrative and Financial Support for Council Members:

  - Manage the preparation of disbursements for University Council members in accordance with university policies.

  - Draft memoranda for topics proposed by the President to be included in the University Council agenda.

. Documentation and Minutes:

  - Record and draft the minutes of University Council meetings, ensuring accuracy and clarity.

  - Archive, index, and manage University Council files, ensuring proper documentation for ease of retrieval.

  - Scan and link University Council documents to maintain a well-organized digital archive

. Support for University Committees:

  - Attend committee meetings formed by the President, taking detailed minutes and distributing them to relevant parties.

. Correspondence and Communications:

  - Draft and manage both internal and external correspondence on behalf of the President.

  - Prepare recommendations and follow-up on University Council resolutions as required by university bylaws, and notify the University Supreme Council to ensure timely decision-making

Qualifications

• Educational Background: A Bachelor's degree in Business Administration or a relevant field.
• Professional Experience: Minimum of 3 years of experience in administrative roles, preferably in education setting.
• Communication Skills: Excellent verbal and written communication skills in both English and Arabic.
• Interpersonal Skills: Strong ability to collaborate with various stakeholders and foster positive working relationships.
• Organizational Skills: High attention to detail, very good time management, and the ability to prioritize multiple tasks effectively.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and document management systems.
• Problem-Solving Skills: Proactive approach to addressing administrative challenges and ensuring efficient resolution.
• Confidentiality: Demonstrated ability to handle sensitive information with integrity and discretion.

To apply for this position, candidates must kindly submit their CVs through this LinkedIn Job Ad, & apply online using the following link: https://www.bau.edu.lb/human-resources/bau-careers

Alternatively, we also welcome CVs to be sent by email to [اضغط هنا لمشاهدة البريد اﻹلكتروني].

Beirut Arab University is an Equal Opportunity Employer.