Administrative Assistant (Morning Shift)

Lahore University Of Management Sciences Position PurposeThe Administrative Assistant for the Career Services Office at LUMS provides essential administrative and operational support to ensure the smooth functioning of career development programs and services. This role plays a vital part in creating a positive and efficient experience for students, employers, and the career services team. The Administrative Assistant collaborates with various stakeholders to coordinate activities, manage office operations, and facilitate effective communication.

Key Accountabilities

Office Management:

• Greet and assist visitors, students, and alumni, offering a welcoming and helpful environment.
• Manage operations including answering phones, responding to inquiries, and directing visitors to appropriate resources.
• Maintain organized filing systems, manage office supplies, and ensure the office space is conducive to a productive work environment.
• Perform activities relating to communication and coordination (within the department and externally), including typing various documents, such as emails, announcements, minutes, reports, etc.
• Provide support in arranging/coordinating recruitment drives, sessions, etc. (including arranging for relevant marketing materials, photocopies, etc.).
• Assisting in various administrative tasks (including photocopying, maintaining attendance log, etc.) as and when required.
• Schedule and manage appointments for career advisors, students, recruiters & alumni (where relevant).

CSO Helpdesk Management

• Being the first point of contact for inquiries related to career services, resume reviews, job search resources, and other career-related topics followed by curating said inquiry to the relevant team member.
• Assist with maintaining and updating records in the career services database.

Communication And Outreach

• Draft and edit communications to promote career services events and resources, including emails, newsletters, and social media posts.

Data Entry And Reporting

• Assist with data entry, data collection, and data management tasks to support the tracking of student outcomes.
• Generate basic reports and assist in compiling data for program evaluations and reporting to university stakeholders.

Employer Engagement Support

• Assist in coordinating employer outreach efforts, including scheduling employer visits, managing job postings, and facilitating employer event logistics.

Technology And Systems Support

• Provide technical support for career services platforms, including assisting students and employers with account setup and troubleshooting.
• Assist with the maintenance of the career services website and online resources.

Event Support

• Assist with the setup, registration, and logistics of career fairs, workshops, and networking events.
• Coordinate attendee lists, badges, and materials for events.

Budget Support

• Raising PRs on SAP as per requirement by all the team members.

Knowledge And Skills

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Excellent interpersonal and customer service skills.
• Effective written and verbal communication skills.
• Ability to handle multiple tasks, prioritize responsibilities, and meet deadlines.
• Demonstrated ability to work independently and collaboratively in a team environment.
• Familiarity with database systems and basic data entry skills.
• Willingness to learn and adapt to new technologies and software applications.

Behaviors

• Ability to visualize the response to unexpected & challenging situations.
• Emotionally composed and intellectual approach.

To Qualify For The Role, You Must Have

• Bachelor’s degree in Administration or related discipline from an HEC-recognized institute.
• At least 6 months experience in administrative support roles, preferably in a university or office setting.

Term of contract: Contractual (8:30 am to 5 pm)

If You Believe That You Meet The Essential Criteria Mentioned Above, Please Apply Through Our Recruitment Portal. Only Qualified Candidates Will Move Ahead In The Application Process. What We Offer

A Learning Ecosystem

LUMS offers a dynamic work culture that encourages learning and innovation, skills development, and contribution to areas beyond your job role. You will have the opportunity to learn and interact with the best academic minds in Pakistan, as well as to work with highly experienced professionals.

Intellectual Freedom

We believe in the pursuit of knowledge, provide the freedom to explore across different disciplines, and value the diverse expression of all community members for mutual learning and advancement.

Benefits

LUMS offers competitive benefits to its academic and professional colleagues including Provident Fund, Group Life Insurance, EOBI for Pension Scheme, Outpatient medical coverage for self and family, and In-patient Health Insurance for self, spouse, and dependent children.

Campus Perks

The LUMS campus offers all the facilities and amenities of a world-class university, including a Sports Complex offering international standard courts for badminton, squash, tennis, basketball, and volleyball, a FINA-certified 25M swimming pool, and separate gyms for women and men. In addition to the LUMS Dining Center, there is a variety of eateries across campus offering popular cuisines, a breath-taking mosque, a medical center, the LUMS Library, car parking as well as transport facilities for females, and a professionally run Day Care Center for children of community members.

Discounts

LUMS also provides a wide range of corporate discounts and internal educational discounts to its community as a token of each member’s value to our community. Our internal educational discounts include waiver of undergraduate tuition fees of employees’ children studying at LUMS, scholarships for master’s programs in several schools, and executive development programs offered by the nationally recognized Rausing Executive Development Center (REDC).

Covid-19

You will be requested to submit proof of vaccination during the advanced stages of the process as Campus entry is restricted to fully vaccinated individuals. During a Covid-19 lockdown, you may be required to work from home, which will require you to create a suitable work environment for yourself (internet connectivity, an environment that supports your productivity at home per your own preferences and working style, setting your own work hours, etc.).

LUMS is an equal-opportunity employer. We celebrate diversity and are committed to building an inclusive workplace for all our employees. We do not discriminate on the basis of gender, race, religion, caste, ethnicity, age, non-disqualifying physical or psychological disability or social status. Candidates belonging to minority groups are encouraged to apply.