ACE Administrative Assistant

The American University of Paris; Paris; Sur place; EUR 30 000 - 38 000; Plein temps

Résumé du poste

The American University of Paris is seeking an ACE Center Administrative Assistant to support their mission of helping students clarify their academic and career pathways. The role involves student contact, administrative support, and communication tasks, and requires strong organizational skills and fluency in English. The position is primarily on-campus with some remote work possible during breaks.

Qualifications

• Fluent communication skills in English.
• Strong organizational and detail-oriented capabilities.
• Experience with managing databases and technology tools.

Responsabilités

• Serve as first point of contact for students.
• Provide administrative support for the ACE Center.
• Plan and schedule workshops and manage online resources.

Connaissances

Fluent verbal and written communication skills in English

Highly organized

Strong technology skills

Cross-cultural sensitivity

Ability to work under pressure

Ability to handle confidential information

Outils

Microsoft Office

Symplicity

Description du poste

SUPERVISOR : Director of Career Development or any other supervisor designated by the president.

POSITION OVERVIEW

This role will likely vary as the ACE Center evolves. All members of the Center for Academic, Career, and Experiential Advising support the Centers primary mission of helping students clarify both their academic and career pathways.

DUTIES

Working alongside the other team members, the ACE Center Administrative Assistant will support the team in thefollowing ways :

Student contact

Work at a welcome desk location requiring on-campus presence.

Serve as first point of contact for students at the Center and assist them in using ACE resources and online tools.

Answer student queries and implement smooth handoff to an advisor or other member of the AUP staff based on students needs.

Support the management of shared email inboxes.

Serve as point person for the ACE Center online Career System (this will include working closely with external provider i.e. Symplicity).

Provide administrative support on tasks related to the online Career System including data entry, managing reports, approval of profiles, troubleshooting with students, etc.

Support administrative tasks related to internship registration

Plan and schedule workshops for the ACE Team, help produce necessary support materials for the sessions. May be called upon to co-facilitate sessions at the managers discretion.

Process event attendance, compiling office statistics and planning and implementing unit assessment activities.

Support administrative tasks related to keeping the office running smoothly, such as managing supplies and processing documents.

Outreach and Communications

Create, update, and post ACE Center webforms, flyers, and other online and print resources.

Support continuous maintenance of web page content that is not evergreen (for example, office hours & contact information).

Post internship and job offers on online system and help promote them to students.

Liaise with other academic and administrative units as appropriate : Student Accounting Services, Student Immigration Services, AUP Health Office, Student Development, Alumni Relations, Communications, Registrars Office, Graduate Programs Office, academic department chairs and program directors, etc.

OTHER

The post holder may additionally be involved in transversal projects the University wishes to explore. Other appropriate duties may also be assigned as requested by the Supervisor and according to the needs of the ACE Office.QUALIFICATIONS

Fluent verbal and written communication skills in English.

Highly organized and detail-oriented, with the ability to work quickly and efficiently, both independently and as part of a team.

Strong technology skills (Microsoft Office, Internet searches, managing databases, experience with Symplicity is a plus).

Patient, friendly, and efficient manner with students; cross-cultural sensitivity; commitment to diversity and inclusion.

Ability to work under pressure and to understand and follow policies and procedures.

Ability to work on campus 5 days per week during academic periods (one remote workday per week may be possible with managers agreement during student breaks and the summer period).

High level of professionalism, proactive, motivated to learn, and flexible in response to shifting priorities.

Demonstrated ability to handle confidential information with discretion.

Knowledge and understanding of the American system of higher education is a plus.

APPLICATIONS

To apply, please send your CV and cover letter to and title the email in the following convention : First and Last name ACE Administrative Assistant.

Any candidate who applies must have the appropriate work authorization for employment in France.