Administrative Assistant for Academic Affairs

仕事内容

【Overview of Position】 The Administrative Assistant for the Academic Affairs will provide support for the Kyoto-based administration and faculty of Undergraduate and Graduate Programs. The position is multifaceted, involving technical, financial, and clerical work to support the teaching and research missions of TUJ Kyoto. 【Primary responsibilities】 <Undergraduate Program Responsibilities> -Assist Kyoto-based undergraduate faculty with the regular functions of the academic program, including reviewing syllabi, obtaining faculty information for the university website, and assisting with all faculty and student needs. -Coordinate faculty meetings and events, including logistics such as room reservations, IT preparation, catering and guest services. -Provide administrative support, including ordering office supplies and preparing faculty offices. -Assist Kyoto-based faculty with finances, including the use of Tokium and NetSuite. -Initiate and help process personnel payments, including student worker contracts and timesheets and faculty overload contracts. -Assist with the tracking, maintenance, and purchasing of equipment and supplies. -Perform other duties as assigned to support TUJ-Kyoto operations and initiatives. <Graduate Program Responsibilities> -Support the Program Director with marketing and recruiting (e.g., Instagram and LinkedIn), TUJ website updates, and mailing list management. -Perform administrative and clerical tasks, including expense reporting. -Coordinate information sessions, including sending invitations, tracking responses and sending reminders -Assist with application processing and candidate support, including following up on missing materials and setting up appointments and interviews. -Assist with graduate student intake, coordinating with the visa team and coordinate housing and orientation. -Support student activities, including excursions, guest speakers, and other extracurricular activities. -Provide administrative support to graduate faculty as needed

応募条件

【Qualifications & Experience】 -Strong communication, interpersonal, and problem-solving skills. -Demonstrated ability to work to deadlines; attention to detail. -Strong PC skills (database, Excel, Word). -Work experience in higher education and/or study abroad preferred. -Ability to communicate fluently and professionally in both Japanese and English, in writing and speaking.

労働条件