Administrative Coordinator

The College of Social Sciences is looking for applicants for the following position:

Job Title: CSS Administrative Coordinator

Division: College of Social Sciences (CSS)

Department: College of Social Sciences (CSS)

Position reports to: CSS Administrative Manager, Dean's Office

Job Purpose Summary:

Position Overview

The CSS Administrative Coordinator (CSS AC) holds a key administrative position responsible for ensuring the effective and efficient functioning of the CSS's academic and administrative operations. The CSS AC supports the CSS Administrative Manager by managing administrative processes and staff members, coordinating academic activities, maintaining institutional compliance, and facilitating communication with internal and external stakeholders. The role requires a high level of professionalism, organizational competence, discretion, and thorough knowledge of CSS and KIMEP university’s procedures and academic governance.

Duties and responsibilities:

Administrative support to the CSS Administrative Office

• Provides comprehensive administrative assistance to the CSS Administrative Manager, including correspondence, document preparation, and confidential file management
• Coordinates administrative processes related to faculty appointments, contracts, evaluations, and promotion procedures in collaboration with the Human Resources Department.
• Assist in maintaining accurate and up-to-date records of academic staff, student data, and college operations by requesting information from the respective CSS academic and/or administrative units.
• Assume the duties of the CSS Administrative Manager in their absence.
• Supports the recruitment, promotion, and retention of students within the CSS by communicating and cooperating with other administrative and academic units in KIMEP University.

Financial and operational support

• Assist the CSS Administrative Manager and the CSS Dean’s Office in the preparation, monitoring, and management of the College's operational budget.
• Process financial transactions, including purchase requisitions, payment orders, travel authorizations, and reimbursement requests, in accordance with university financial procedures etc.

Event and meeting coordination

• Assist in organizing and coordinating college events, including faculty meetings, committee meetings, student events, academic conferences, workshops, and guest lectures etc.
• Manage logistical arrangements for official visitors, including travel coordination, scheduling, and hospitality services.

Data management and reporting

• Assist in collecting, maintaining, and analyzing institutional data for internal reports, Ministry of Science and Higher Education requirements (GOSO), accreditation reporting, and strategic planning.
• Assist in preparing periodic reports and presentations for the Dean, university administration, and external bodies as required, particularly in the absence of the CSS Administrative Manager.

Liaison functions

• Serve as the principal point of contact between the College and university administrative units (Academic Affairs, Finance, Human Resources, Registrar, Facilities, and Student Affairs) in coordination with the CSS Administrative Manager.
• Assist in effective and timely communication between faculty, staff, students, CSS academic and administrative units, and external stakeholders.

Other duties

• Provides administrative support for special projects and initiatives within CSS.
• Ensures full compliance with university regulations, policies, and procedures.
• Performs other duties relevant to the position as assigned either by the Administrative Manager or the Dean’s Office which do not contradict the main duties and responsibilities of the position.

Minimum Qualifications:

• Master's degree in Public Administration, Business Administration, Higher Education Management, or a related field.
• A minimum of three (3) years of progressively responsible administrative experience within a higher education environment is preferable.
• Demonstrated experience in academic administration, financial management, data processing, and administrative coordination.
• Outstanding organizational, analytical, and problem-solving skills.
• Strong interpersonal and professional communication skills, with demonstrated ability to work effectively in a multicultural academic setting.
• High level of discretion, integrity, and the ability to handle confidential information appropriately.

Preferred qualifications:

• Administrative experience at KIMEP University
• Excellent command of English (both written and oral); knowledge of Russian and/or Kazakh languages is highly desirable.
• Proficiency in MS Office applications; familiarity with university administrative software is an advantage.

Deadline for submission of applications/resumes is September 16, 2025 inclusive or open until filled