The University of Nicosia invites applications for the role of Administrative Assistant to the Head of the Department of Social Sciences based at the UNIC Nicosia Campus.
The Administrative Assistant (AA) to the Head of the Department of Social Sciences is a full-time professional role responsible for providing high-level administrative, organizational, and coordination support to ensure the effective, compliant, and smooth operation of the Department. Reporting directly to the Head of Department, the AA acts as a central administrative hub, supporting academic leadership, quality assurance processes, internal and external reporting, stakeholder communication, and departmental infrastructure. The role requires a high degree of autonomy, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment.
Key Responsibilities:
Administrative & Operational Support
- Assist the Head of Department in the preparation, coordination, and submission of reports, evaluations, and applications required internally and by external bodies (e.g., accreditation agencies, partner institutions, funding bodies).
- Collect, organize, and maintain documentation, data, and supporting materials required for reports, audits, and applications.
- Draft, format, proofread, and manage general correspondence, memos, reports, tables, charts, and official departmental documents.
- Organize, prioritize, and manage large volumes of information with accuracy and confidentiality.
Quality Assurance & Academic Processes
- Support the enforcement and monitoring of Quality Assurance (QA) indicators, including making logistical arrangements for classroom observations and related QA activities.
- Maintain organized records related to QA processes, evaluations, and follow-up actions.
Coordination, Communication & Liaison
- Act as a liaison between the Department and other university units, faculties, administrative services, and external collaborators.
- Coordinate departmental meetings, committees, and working groups, including scheduling, agenda preparation, minute-taking, and follow-up actions.
- Maintain and manage departmental calendars and scheduling on behalf of the Head of Department.
- Coordinate departmental events and activities, such as conferences, workshops, guest lectures, and outreach initiatives.
Departmental Infrastructure & Systems
- Set up and maintain an organized departmental office and administrative filing systems (digital and physical).
- Establish and maintain a departmental alumni office and alumni communication mechanisms.
- Develop and maintain a structured archive of students’ theses, dissertations, and end-of-year projects in line with institutional policies.
- Set up and maintain a student progress monitoring system, in collaboration with academic staff and departmental leadership.
- Maintain direct and structured communication with the student body, disseminating official departmental information as required.
External Relations & Visibility
- Assist in the preparation and administration of agreements and Memoranda of Understanding (MOUs) with external organizations.
- Establish and maintain the Department’s presence on social media and other approved communication platforms, in line with university guidelines.
Qualifications
Education:
- A Bachelor’s degree in a field relevant of Social Sciences or Business Administration, Marketing.
- A Master’s degree in a relevant field will be considered an advantage.
Experience:
Minimum 3 years of relevant working experience in an administrative role or in a support role in an Educational Institution.
Skills and Competencies:
- Professional fluency in English and Greek, including copywriting
- Ability to work independently, exercise judgment, and manage competing priorities, while also functioning effectively as part of a team.
- High attention to detail, strong organizational skills, and a proactive, problem-solving mindset.
- Excellent command of Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Strong technological literacy and ability to adapt to digital systems, databases, and online platforms.
- Excellent time-management and workload-planning skills.
- Strong interpersonal and communication skills, with the ability to build rapport with internal and external stakeholders.
- Ability to project a consistently professional image through personal presentation, discretion, and interpersonal conduct.
Application Procedure:
Interested candidates are invited to apply by submitting the following documents:
- Cover Letter: Describe your interest in the position and how your background aligns with the role.
- Curriculum Vitae (CV): Detailed CV highlighting relevant experience and achievements.
How to Apply:
Please submit your application through our online recruitment system.
Application Deadline:
Review of applications will begin immediately and continue until the position is filled.
About the University of Nicosia:
The University of Nicosia (UNIC) is one of the leading comprehensive research-oriented universities in the Mediterranean region, committed to teaching, research and innovation, sustainability, societal engagement and contribution to culture.
The University offers more than 100 conventional face-to-face (on campus) and distance learning online programmes at the Bachelor’s, Master’s and Doctoral degree level, hosting more than 11,700 students from over 100 countries.
UNIC conducts extensive, high-quality, basic, applied, and interdisciplinary research that benefits society on a national and global scale. Our teaching and research staff excel in many academic disciplines and are acknowledged for their contribution to the creation and advancement of knowledge and technology transfer, with a particular focus on emerging technologies of the Fourth Industrial Revolution and their impact on society.