Administrative Assistant

Description

Job Summary: Provide direct administrative support to the Academic Pro-Rectorate by organizing routines, schedules, meetings, documents, and internal workflows, with emphasis on project management and institutional support. Key Highlights: 1. Direct administrative support to the Academic Pro-Rectorate 2. Focus on organization, discretion, and proactivity 3. Project management and monitoring of action plans Administrative Assistant: **Starting salary:** 2\.029,70 **Working hours:** 8 a.m. to 6 p.m. Job Responsibilities: Provide direct administrative support to the Academic Pro-Rectorate by organizing routines, schedules, meetings, documents, and internal workflows. * Serve internal and external stakeholders, including faculty members, coordinators, students, managers, and other institutional departments. * Draft, review, control, and archive administrative documents such as official letters, memoranda, minutes, reports, notices, and other administrative records. * Organize and manage the Academic Pro-Rectorate’s schedule, including appointments, meetings, academic events, and institutional activities. * Prepare agendas, meeting summonses, minutes, and follow-up actions arising from meetings, ensuring proper documentation and tracking of decisions. * Monitor administrative and academic deadlines to ensure adherence to timelines, regulatory requirements, and institutional requests. * Support the processing of academic and administrative procedures within internal institutional departments. * Liaise with course coordinations, academic secretariats, administrative departments, and support units to promote alignment and smooth communication. * Organize information, indicators, spreadsheets, and managerial controls to support decision-making by the Academic Pro-Rectorate. * Provide logistical and administrative support for events, programs, institutional initiatives, and academic activities organized by the Academic Pro-Rectorate. * Monitor the implementation of projects under the Academic Pro-Rectorate, tracking timelines, phases, responsible parties, deliverables, and deadlines. * Support sectoral project management by gathering information, updating status, preparing progress reports, and documenting evidence. * Maintain systematic controls over ongoing projects, flagging pending items, risks, alignment needs, and opportunities for improvement. * Assist in coordinating teams and departments involved in projects, ensuring effective communication flow and timely completion of planned stages. * Support the development, organization, and monitoring of action plans related to academic, institutional, and strategic projects. * Ensure confidentiality of information, maintain orderly documentation, and comply with institutional norms, policies, and procedures. **REQUIREMENTS / PROFILE** * Bachelor’s degree in Administration or related fields * Course or certification in project management * Profile demonstrating strong organizational ability, discretion, interpersonal skills, proactivity, and execution monitoring **COMMON FUNCTIONS PERFORMED IN THIS POSITION** * Managing the academic leadership’s schedule and appointments * Organizing meetings and drafting minutes * Document and process control * Institutional service and support to academic departments **Benefits: VA or VR R$ 775,52 \+ VT** * Medical assistance * Dental assistance * Free parking * Meal allowance or food voucher * Transportation allowance * Institutional campus benefits (physiotherapy clinic, nutrition services, gym, swimming lessons, legal assistance, among others) Employment type: Full-time, CLT permanent contract Compensation: R$2\.029,71 per month Benefits: * Dental assistance * Food voucher * Transportation allowance Experience: * Higher education institution (Mandatory) Work location: On-site