ADA University
Position 1: Compliance and HR Operations
POSITION SUMMARY
Specialist, Compliance and HR Operations provides administrative and general HR support to both the HR team and employees of ADA University.
REQUIREMENTS
– University degree in business, human resources, or related field; HR certification desirable;
– Minimum 3 years of relevant experience at the national or international level in providing HR services;
– Strong familiarity with employee relations, as well as knowledge of legal requirements and government reporting requirements and regulations affecting human resources;
– Strong organizational, time management skills and comfortable taking initiative and handling multiple projects simultaneously;
– Fluency in Azerbaijani and English. Good command of Russian;
– Strong proficiency in MS office products including Word, Excel and PowerPoint;
– Experience working with HRM software tools, SAP experience a plus;
– Good interpersonal and communication skills, can communicate effectively with all levels of people;
– Ability to identify problems and drive appropriate solutions across diverse stakeholders;
– Ability to maintain strict confidentiality at all times;
– Strong internal and external customer service focus with an ability to develop solid working relationships.
RESPONSIBILITIES
The responsibilities of the position include, but are not limited to the following:
– Providing HR support for core HR processes, as well as ad hoc projects and requests;
– Processing, verifying, and maintaining documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and classifications;
– Collaborating with HR Compliance and HR Operations team to continuously improve HR practices and policies to ensure compliance and maximum efficiency for the University;
– Supporting recruitment and placement processes of new employees in accordance with hiring requests;
– Reviewing and managing new starter and leaver processes, including conducting exit interviews for all employees;
– Co-leading the new hire onboarding site;
– Supporting and responding to employees’ inquiries on routine questions regarding HR policies and procedures;
– Diagnosing problems and leading correction efforts through effective communication and efficient execution; escalating as needed;
– Auditing data for compliance with established institution policies, procedures and eligibility; including local laws and practices;
– Maintaining employee file records up-to-date handling changes in employee status in timely manner using the SAP HR database;
– Performing other duties as assigned by the immediate supervisor.
Position 2: Executive Assistant to Dean
POSITION SUMMARY
The Executive Assistant is responsible for providing high quality professional and administrative executive support to the Founding Dean of the School of Information Technologies and Engineering. The position is the first point of contact for the Dean’s Office and is responsible for the day-to-day management of the Office including diary management; management of correspondence and coordination and support of meetings and travel and related document management. The position also supports the Dean in the drafting of reports, correspondence and presentations. The Dean is also an active researcher and a teaching academic and holds a number of positions on external bodies; the position provides some support to these activities.
The Executive Assistant exercises discretion in handling sensitive and confidential issues, bringing matters to the attention of the Dean, as required. The position interacts with external industry and agencies, government officials, media and staff in other education institutions (national and foreign), as well as broadly across the University.
REQUIREMENTS
• Relevant tertiary qualifications (minimum, a Bachelors Degree) and/or equivalent level of knowledge gained through education, training and/or experience;
• Experience in providing administrative and office management support at executive level and ability to adapt to, or experience in, a university environment;
• Excellent written and oral communication skills, including drafting correspondence of a high standard;
• Demonstrated positive, flexible and adaptable attitude with a willingness to take on a wide range of diverse tasks and adjust to competing and shifting priorities in a changing environment;
• Demonstrated ability to use initiative, identify and recommend solutions to problems;
• Experience in handling sensitive and confidential matters;
• Highly developed interpersonal, professional communication and influencing skills and an ability to liaise effectively and build relationships with clients and stakeholders at all levels both internally and externally to the organization;
• Demonstrated high level organizational and project management skills, capacity to prioritize by assessing situations to determine urgency and ability to interpret policies and procedures;
• Ability to develop a work schedule, set goals, creates/implements actions plans and monitor progress towards goals;
• Knowledge of equal opportunity principles.
RESPONSIBILITIES
The responsibilities of the position include, but are not limited to the following:
• Design, develop and implement internal office management systems to provide efficient and effective management of the Office of the Dean including:
– Manage the schedule of the Dean and related aspects including telephone calls, electronic diary appointments and organization of meetings, Agendas and relevant papers;
– Manage all correspondence in and out of Office of the Dean, including the collation, dissemination and follow-up of information on behalf of the Dean;
– Electronic and occasional paper filing in accordance with approved records management processes and security requirements.
• Prepare correspondence for the Dean as required.
• Co-ordinate meetings by preparing agendas, writing and documenting minutes and maintaining the action logs.
• Prepare draft reports and other documentation and presentations on behalf of the Dean.
• Coordinate and compile information and responses in relation to items/issues raised by internal and external parties. Draft responses on behalf of the Dean for submission to these parties.
• Undertake executive and administrative projects under delegation from the Dean and liaise on behalf of the Dean with senior Faculty staff in respect to management of specific projects.
• Support the Faculty Senior Management Team in contributing to annual operational and strategic planning and review processes and related projects, including organizing Faculty retreats. Participate in preparing Faculty reporting as requested.
• Consult, liaise and negotiate on behalf of the Dean with internal and external stakeholder groups and institutions primarily on operational matters as required.
• Support Faculty Management with statistical and trend analysis, interpretation and reporting where relevant through research external sources and internal enterprise systems.
• Manage arrangements relating to Faculty staff recruitment and promotion activities presided by the Dean including organizing interviews with candidates and Selection Committees.
• Manage the day to day administrative activities of the Office of the Dean including (but not limited to):
– Organizing overseas and domestic travel, accommodation and meetings;
– Reconciling the Deans expenditure, including purchase card and petty cash;
– Arranging and coordinating catering for the Dean’s meetings where required;
– Any other duties as determined and directed by the Dean.
Position 3: Academic Advisor, School of Information Technologies and Engineering
POSITION SUMMARY
The Academic Advisor is responsible for providing academic advising to undergraduate and/or graduate students concerning their growth and development by constructing meaningful educational plans, which are compatible with their life (academic) goals. Services include guidance to undergraduate and/or graduate students individually and/or within groups to ensure students understand their academic requirements to be able to stay on track until graduation in their program.
It is vital, as an Academic Advisor to work closely with faculty and staff to build support systems for students. The Academic Advisor is an integral member of the Academic Advising Team and reports to Dean’s office.
REQUIREMENTS
• Possession of a bachelor’s degree in one or a combination of the following: computer science, data processing, computer information systems, data communications, networking, systems analysis, computer programming, information assurance, IT project management or mathematics. (Master degree is preferable);
• Excellent customer service skills and ability to communicate effectively with a diverse workforce and student population;
• Excellent written and verbal skills. Fluency in English and Azeri. Good command of Russian language;
• Ability to plan, organize and implement assigned responsibilities and to work well under pressure to meet deadlines;
• Ability to participate as a team member, ability to understand and interpret rules and regulations, and ability to adjust to change;
• Ability to present materials effectively to individual students or groups;
• Ability to maintain records, prepare reports, and conduct correspondence related to the work.
RESPONSIBILITIES
The responsibilities of the position include, but are not limited to the following:
• Developing strategic plans for advising based on student data and delivery outcomes;
• Advising students in academic goal-setting and achievement by identifying the most effective and efficient path to program completion;
• Interpreting and explaining University policies and procedures;
• Providing information related to academic programs, leaves of absences, academic probation, transfer options, and services related to special needs, etc.
• Maintaining contact with students throughout the term and provide support while addressing student concerns;
• Maintaining detailed and up to date student records and data accurately and in a timely manner;
• Assisting students with appropriate course selection and specializations/majors/minors in terms of students’ stated academic preferences;
• Serve as the students’ primary academic advisor throughout the transfer evaluation, course selection, and registration process;
• Advising students on registration, and add/drop, and withdrawal procedures;
• Developing plans for students on academic probation and work with them to identify problems and solutions to help them accomplish their plans of study;
• Providing follow-up services to students experiencing academic difficulties such as students on academic probation;
• Partnering with campus departments and off-campus agencies when necessary to ensure students can access enrichment opportunities (internships, study abroad, capstone);
• Responding promptly and accurately to student inquiries in a timely manner;
• Work collaboratively as a leading team member within the Student Advising team in general;
• Assisting and participating in the formation and implementation of organizational goals and objectives;
• Performing other duties as assigned.
Interested candidates are requested to submit, preferably in Word or PDF format, attached to an e-mail message: (1) a letter of interest specifying particular suitability for the position, when available and minimum expected salary (in AZN), (2) an updated resume and (3) the names, email and business addresses of at least 3 references.
Send materials via e-mail to [email protected] specifying the Job Title in the subject line. Only shortlisted candidates will be contacted. The cut-off date for application is November 21, 2016.
ADA University offers a competitive remuneration package and attractive conditions of employment of high standard.
For more information about ADA University, please visit www.ada.edu.az
