Job Description
In response to the rapid growth of the Athletics Department’s activities and in alignment with strategic plans for future expansion, this role supports the operational and administrative capacity of the department. The Administrative Assistant will provide direct support to the Director of Athletics, ensuring the effective delivery of daily operations, event logistics, interdepartmental coordination, and external engagement. This position is central to maintaining service excellence, administrative efficiency, and professional communication across all levels of the university and with external stakeholders.
This role aligns with job grade expectations requiring independent judgment, discretion, organizational skills, and the ability to work across complex institutional systems with minimal supervision.
Whether you’re actively seeking a new challenge or passively considering your next step, AUIB offers an exciting opportunity to make a lasting impact.
Key Responsibilities:
- Administrative Support
- Help in planning, organizing and delivering Office of Athletics operations.
- Manage the Director’s calendar and appointments
- Organize meetings and take minutes when needed
- Maintain accurate electronic and paper records
- Office Operations
- Answer and direct calls, greet visitors and students
- Handle photocopying, scanning, filing, and document preparation
- Order supplies and track inventory
- Communication and Liaison
- Coordinate with colleges and departments to book rooms, request reports, and follow up on inquiries
- Draft and send internal/external communications following AUIB protocols
- Serve as the first point of contact for Athletics Department enquiries
- Work closely with Athletics Development officers
- Logistics and Event Coordination
- Support logistics for games, training sessions, and events
- Liaise with Facilities and Security for room setup and operational needs
- Track expenses and submit related documentation
- Professional Conduct and Confidentiality
- Handle sensitive matters with discretion
- Maintain a welcoming, respectful, and professional demeanor at all times
- Follow university procedures and uphold departmental standards
Ideal Candidate Profile: This role directly supports the Director of Athletics and requires a high degree of initiative, independence, and attention to detail. The assistant will often serve as the first point of contact, representing the department both internally and externally.
The right candidate must:
- Possess a positive, service-oriented attitude and the emotional intelligence to interact effectively with a wide range of individuals and departments
- Understand and follow appropriate university protocols in all communications and operations
- Remain calm and solution-focused under pressure, handling challenges with professionalism and a smile
- Be flexible, proactive, and adaptable in a fast-paced environment
- Demonstrate discretion and maintain confidentiality at all times
We are looking for someone who brings not only the skills and experience to perform the tasks but also the right mindset and character to positively represent the values of our department and university.
Education and Experience:
- Required Education: Bachelors’ degree
- Years of Relevant Experience: 3
- Specific Skills or Expertise:
Experience
- Experience of working in an environment supporting students, student groups, sports clubs and/or volunteers.
Knowledge
- Understanding of administrative procedures and office management
- Familiarity with university systems, protocols, and interdepartmental workflows
- Good financial tracking (e.g., petty cash, supply orders, expense reporting)
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Skills
- Strong organizational and time-management skills
- Clear and professional written and verbal communication
- Accurate record-keeping and documentation
- Event and logistics coordination
- Problem-solving and follow-up
Abilities
- Work independently with minimal supervision
- Manage multiple tasks under pressure and meet deadlines
- Maintain confidentiality and exercise sound judgment
- Interact respectfully and effectively with individuals at all levels, both inside and outside the university
- Adapt quickly to shifting priorities and operational needs
- Solve challenges calmly, with a service-oriented attitude and a professional demeanor
Required
Qualifications and Preferred Experience
- Bachelor’s degree in business administration, Office Management, or a related field
- Minimum of 3 years of administrative experience in a professional setting
- Proficiency in English (written and spoken)
- Strong IT skills, including Microsoft Office and basic database or scheduling systems
Preferred
- Experience working in a university or large institutional environment
- Familiarity with athletics or sports program administration
- Knowledge of Arabic is an advantage
- Experience in coordinating events or managing logistics for multiple stakeholders
About Us
Why AUIB?
Diversity and Inclusivity: At AUIB, we champion diversity and inclusivity in every aspect of campus life. Our vibrant community is a tapestry of cultures, ideas, and dreams, ensuring a welcoming environment for everyone through fair and equal policies.
Competitive Benefits: AUIB offers competitive salaries, comprehensive health plans, and generous leave policies, ensuring the well-being and satisfaction of our staff.
Professional Development: With numerous opportunities for career progression and professional development, AUIB is the ideal place to enhance your skills and advance your career.
A Thriving Community: Our expatriate faculty and staff enjoy comfortable on-campus accommodations, and a vibrant campus equipped with state-of-the-art facilities, including an expansive library, modern classrooms, and recreational amenities.
A Legacy of Excellence: Situated in Baghdad, AUIB is dedicated to reviving the city’s historic legacy of learning and culture. Joining AUIB means being part of a prestigious project envisioned by prominent figures in business, government, and education.
About The Team
Application Requirements:
To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:
- Cover letter: Detail how your skills and experience align with the specific requirements of the position you are applying for.
- Resume/Curriculum Vitae: Provide an up-to-date resume or CV.
- Identification: A valid national ID or passport is required for the application process.
Please note that applications missing any of these components will not be considered.
Candidates Shortlisted for an Interview:
If you are shortlisted for an interview, you will need to provide additional documentation:
- Educational transcripts and certifications must be translated into English.
- References: Provide contact details for three references who have either worked with you or supervised your work.
