Assistant to the Dean

Job description

Assistant performs the following duties and responsibilities: 1) accepts and verifies the correctness of draft documents that are submitted to the Dean for consideration and signing, as well as their quality editing; 2) accepts and verifies correspondence received for consideration by the Dean of the School, as well as, in accordance with the decision made, subsequently transfers to the executors for use in the work process or preparing responses; 3) interacts with structural divisions and/or organizations of the University on the provision of documents and reports; 4) maintains document management of the School; 5) prepares draft reports, reports and other materials necessary for the work of the Dean of the School; 6) controls management and storage, condition and safety of School’s documents before submission of them to the University Archive; 7) transfers files to the Archive according to the File Register of the School; 8) develops annual draft File Register of the School; 9) issues, keeps, and stores blanks of the University to be protected in the School; 10) organizes and coordinates meetings of the Dean of the School in order to develop an effective work schedule; 11) organizes meetings, councils, and other meetings held by the Dean of the School (provides a collection of necessary materials, notifies participants on the time and place of the meeting, agenda, and their registration); 12) maintains, processes and monitors the execution of meetings minutes; 13) registers decisions of the Dean of the School and ensures provision of information to concerned persons; 14) organizes the reception of visitors, facilitates the prompt consideration of requests and suggestions by the School's personnel; 15) provides assistance in the time management, daily work schedule and organization of meetings of the Dean; 16) implements technical support for the activities of the Dean (ordering transport, tickets, organization of meetings, negotiations, etc.); 17) prepares necessary documents for annual leave and business trips of the Dean; 18) maintains the School's File Register in accordance with the University's internal regulations; 19) maintains correspondence within the scope of his/her functional responsibilities; 20) participates in the processes of identification, assessment, management, and monitoring of risks within the supervised direction; 21) timely and properly executes the tasks of the line manager and the University`s management; 22) observes the requirements of the legislation of the Republic of Kazakhstan and the Employer`s internal documents; 23) is responsible for exercising the labor and performance discipline; 24) is responsible for ensuring the integrity of official documents, and prevention of the disclosure or leakage of confidential and business information, as well as information of restricted access by the legislation, Charter, and, internal documents of the Employer; 25) in case of dismissal, is responsible for the timely transfer of all paper documentation, digital information, and inventory to another employee as instructed by the line manager (to be certified by the act of acceptance-transfer). Education Higher-professional, preferable from the higher education institutions with the English language of instruction Priority areas of specialization are: - Humanities; - Law; - Education Management; - Management; - Business Administration; - International Relations; - Linguistics Work experience One-year minimum. No working experience is required with a master’s degree in the relevant area Knowledge - Knowledge of the legislation of the Republic of Kazakhstan in the field of education; - knowledge of business etiquette, rules of business communication, and telephone negotiations; - knowledge of MS Office, Excel, and PowerPoint; - fluency in English, Kazakh, and Russian Skills - Ability to work with a large amount of information; - skills in working with documentation and organizing processes related to office management; - skills in translating documents into English and maintaining records in English; - the ability to conduct business correspondence and record-keeping in Russian and English; - the ability to set goals, define tasks, and plan in the medium and short term; - analytical skills Other requirements - Commitment to the goals and values of the University; - ability to work independently, as well as part of a team; - sociability; - responsibility; - stress tolerance; - initiative; - responsible approach to work Recruitment and selection process Recruitment and selection at Nazarbayev University include the following process: preliminary selection based on experience and qualifications, assessments (e.g. technical skills/capabilities, aptitude, personality, work samples, in-basket exercises, and informal interviews), and motivation. Formal interviews form the final stage of the selection process. They are typically based on organizational values and behaviors and conducted in English. You are encouraged to share your views and values to identify how they fit into Nazarbayev University core values School of Engineering, Nazarbayev University