Job Openings at AUP
To submit an application for any of the posts listed under “Administrative Positions” below, please send an email to recruitment.hr
aup.edu with the subject line in the following convention “First and Last name: Position Title” OR “First and Last name: Candidature Libre” for spontaneous applications. Please attach your CV or resume to the email, without this your application will not be able to be considered. You may also choose to include a cover letter in the body of the email or as an attachment; while not required, this element is strongly encouraged.
To apply for one of the listed “Faculty Positions”, please follow the guidelines provided in the job description by using the apply.interfolio link provided to submit supporting documents.
Please note that except where explicitly stated otherwise, or for faculty and US-based positions, proof of French employment authorization or EU/EEA/Swiss nationality are required in order for applications to be considered.
For all questions regarding employment opportunities at The American University of Paris, please contact the office of Human Resources at recruitment.hraup.edu, and indicate “Question” in the subject line.
Administrative positions
Category: Cadre C1.2
Department: Academic Affairs
Supervisor: University Registrar or any other supervisor designated by the president.
The Deputy Registrar has a key management role in Academic Affairs and within the Registrar’s Office operations. The Deputy Registrar is responsible for the creation and management of strategic long-term and short-term planning concerning functional area processes, oversees the daily operations of the Registrar Office, and takes the lead in data reporting & management.
DUTIES
Office Management:
- Oversight of all overlapping tasks and procedures within both the Registrar’s Office and the institution, with an eye towards big picture decision making.
- Manages Registrar’s Office daily business processes and oversees overall office process workflow for current & future semester cycles, from scheduling and orientation, through registration and commencement.
- Point person for Assistant Registrars and Office Assistants in answering questions, solving issues, etc.
- Uses professional judgement to determine which office issues to escalate to University Registrar
- Oversees & manages Basecamp tasking system.
- Supervises Assistant Registrars’ work during their absences; must have an integral understanding of this work
- Provides back-up assistance with Registrar’s Office tasks/responsibilities
- Assists students & faculty as necessary, as one of the main office resources for implementation of University’s academic policies.
- Represents the Registrar’s Office by serving on committees as needed.
Data/Systems Management:
- Responsible for the management & maintenance of the academic portion of the Student Information System, requiring back-end set up and running various processes.
- Responsible for academic record-keeping within SIS, involving record maintenance (& record maintenance supervision), transferal of data between systems, and coordination of associate system use across units (as related to academic record maintenance).
- Responsible for data integrity and Registrar Office reporting.
- Key liaison with ITS for software modifications, updates, and enhancements to the Registrar Office’s online tools and reporting.
- Working knowledge of how the technical components such as the SIS, CRM, LMS and Academic Catalog integrate. Key liaison for ITS in development of improved systems and longer-term system development projects.
Development and Implementation of new processes:
- Awareness and ability to suggest process improvements as part of day-to-day business oversight and evaluation.
- During the creation of new policies or the implementation of curricular changes that necessitate new or updated processes, Deputy Registrar develops strategy, tests and implements change inclusively with all impacted faculty and staff members.
- Trains Registrar Office staff on developing this mindset, regarding how to identify and implement process improvements.
Deputy Duties:
- Stands in for the University Registrar during absences or when need arises for:
- Conducting degree application reviews when necessary
- Conferring degrees after confirmation of degree requirements
- Serving as signing dignitary on official documents
- Contact for university leadership
- Works closely with the University Registrar on the preparation & organization of the Commencement ceremony.
- Other duties as assigned in support of University Registrar and general needs of the office.
Please send a resume and cover letter to recruitment.hraup.edu
(Short term contract from end of April to end of September 2025, full time contract)
CATEGORIE: Technician 3 (T3)
DEPARTEMENT: Office of Development and Alumni Relations
SUPERVISOR: Vice President for Development and Alumni Relations or any other supervisor designated by the president.
POSITION OVERVIEW
The Administrative and Advancement Coordinator is principally responsible for managing the gift reception, tracking, and reporting processes of the University in coordination with the AUP Foundation, and Finance and Accounting Develops and coordinates donor recognition reports and programs. Supports event management and alumni engagement programs and activities.
RESPONSIBILITIES
Gift Processing and Documentation – 50%
- Manage and process all gifts, including checks, online gifts, credit card payments, pledges, and other donations.
- Perform gift entry/recording in the department CRM system for unrestricted (including Trustee gifts), programmatic, capital, campaign gifts and small grants.
- Inform appropriate staff/board when their contacts make a gift.
- Conduct monthly reconciliation of gifts received with the Finance Department.
- Generate monthly and annual gift reports.
- Liaise with the Finance Department and AUP Foundation to ensure accuracy of gift/donation records and deposits.
- Ensure adherence to established systems/controls established by auditor standards.
- Monthly and Quarterly reconciliation of accounts with Finance
- Update contact information, profile data and donor records to maintain the accuracy of information within Raiser Edge RE-NXT.
- Sending pledge reminders and generating recurring gift reminders and updates to donors
- Work with the Information Technology (IT) CRM team and other colleagues to document and implement policies around income and revenue and create associated procedures in the CRM.
Donor Recognition and Stewardship – 40%
- Preparing gift agreements and memos to document gifts to AUP and the AUP Foundation
- Provide accurate reports and donors lists for recognition activities including signage, plaques, board meetings and other presentations or reports.
- Generate donor reports for Board of Trustees and PAAC membership
- Collaborate with Financial Aid to develop annual reports on scholarship and other donor supported activities.• Develop and distribute an annual endowment report for donors to the AUP Foundation and AUP restricted (endowed or quasi-endowed) funds.
- Support the development of annual scholarship recognition events and activities involving students and donors.
Office and Relationship Management – 10%
- Provide support for events organized and hosted by Development and Alumni Relations such as making reservations and obtain quotes for events, create name tags, managing RSVPs, event set up and liaising with maintenance teams, caterers, etc.
- Greeting visitors to the office and providing alumni and campus tours when necessary.
- Assisting with Paris office management such as ordering supplies and organizing storage space.
Other Duties as Assigned
- As a member of a small team, the Administrative and Advancement Coordinator will regularly be called upon to assist with other departmental tasks and programs.
- Any other duties as assigned by the Vice President for Development and Alumni Relations.
REQUIREMENTS
- License/Bachelor’s preferred but not essential, minimum Bac + 2 or technical diploma
- Prior experience using Raiser’s Edge or other CRM system, and experience working with gift management systems or donation software.
- Excellent oral and written communications skills
- Good organizational skills and a detail-oriented mindset.
- Native or near-native English, fluency in French a plus
- Basic understanding of the Microsoft Office suite of applications. Particularly Word (mail merges, working with templates, labels) and Excel (use of functions, lookups, PivotTables)
- Professionally mature, motivated to learn, cheerful and flexible in response to shifting priorities
- Ability to work under pressure, understand and follow policies and procedures
- Proven ability to work independently as well as collaboratively on a team
- Hospitable and discreet, position requires client friendly attitude and the ability to handle sensitive/confidential information with discretion
Please send a resume and cover letter to: recruitment.hraup.edu
CATEGORY: Employee (E2)
DEPARTEMENT: Academic Affairs – Library
SUPERVISOR: Technical Services Librarian or any other supervisor designated by the President.
ORIGIN OF VACANCY: This is an announcement for three-month part-time 17.5 hours/week position (CDD) to help in the weeding process and reorganization of print books undertaken by the University Library.
STARTING DATE: third week of March 2025 or later
WORKING HOURS: Schedule will be agreed with the candidate, during library office hours (9:00-17:00) and weekdays.
DUTIES:
• Pull books and other items from shelves and organize them for discard from print lists
• Perform basic library system operations (in Alma), finding the item record and editing the item record in specific fields, like changing the item status and preparing them for revision of the supervisor
• Search for book prices from various sources, using various tools (ledger, books, library system, etc.) into an Excel file
• Process items - stamp, strikethrough barcode, strikethrough call number, desensitize items
• Generate reports as required by the supervisor
• Reshelve certain items
• Conduct book searches in the library system, Alma
• Box books to be discarded and take to an area for pickup (to be determined)
• Mark and tape the boxes
• Reorganize the remaining book collection according to the Dewey Decimal system into the new
locations (different shelves, different floors)
• Possibly do inventory if time allows
• Other duties as assigned by the supervisor
QUALIFICATIONS:
• English language; French skills highly valued
• Available from third week of March 3rd to Mid-June uninterrupted
• Accuracy in the job is very important
• Highly detail oriented and able to handle detailed information
• Able to handle repetitive tasks
• Able to lift and carry boxes of books
• Previous library experience preferred
• Ability to work independently• Excellent interpersonal skills (written, e-mail and verbal)
• Intermediate level of computer and technology skills
• Intermediate level of Office, Word and Excel
Any candidate who applies must have the legal right to work in France.
Please send a resume and cover letter to: recruitment.hraup.edu
CLASSIFICATION: Cadre C1
DEPARTMENT: Admissions Office
SUPERVISOR: Summer School Director or any other supervisor as designated by the President
POSITION OVERVIEW:
The postholder will be responsible for coordinating AUP Summer School activities, with particular attention to communicating with incoming summer students and families. This work will require the use of the University’s CRM to manage individual correspondence and handle mailings to students with timely information, as well as handle incoming phone calls, scheduled student meetings, and webinars.
RESPONSABILTIES:
The main duties and responsibilities of the role will include, but may not be limited to:
Prospective Summer School Student Contact
The postholder will serve as the first point-of-contact for prospective summer students. Through a combination of personal contact (face-to-face meetings, video calls, webinars, and telephone calls) and written communication, the postholder will respond to Summer School inquiries, leading to the application process. For those students coming through third parties (COOP universities, agents or other organizations), the postholder will act as the primary contact with representatives from those organizations for questions on incoming students.
Admitted Summer School Student Contact
The postholder will serve as the primary point of contact for admitted summer students. Through emails, face-to-face meetings, phone calls, webinars, and video calls, the postholder will provide timely responses to all admitted student questions, liaising also with parents and families in some cases. The postholder will also proactively work to make contact with admitted students through CRM engagement. They will liaise with the Admissions’ Communication Coordinator to make sure email sequences are up-to-date and
accurate. The postholder will work with students to ensure that they have completed administrative tasks prior to their arrival on campus including, but not limited to, course selection, housing placement, providing emergency contact information, and more.
Summer School Orientation and Special Events
Working closely with the Director of Summer School as well as colleagues in Admissions and Academic and Student Affairs, the postholder will take an active role in the Summer School Orientation Program and is the contact point for prospective students this event. This role includes being ‘front of house’ at Summer Orientation (two events), coordinating supporting Admissions staff as necessary and preparing all appropriate documentation and logistics. The role will also provide support for French Immersion, Creative Writing Summer Institute, and other related Summer-specific events including booking rooms for events and coordinating catering.-Assisting Enrolled Summer Students Where needed, the postholder will provide support to individual students while students are on campus during the months of June and July.
Coordinating Administrative and Recruitment Functions Supporting Summer School at AUP
Under the supervision of the Director of Summer School, the postholder will support an operational plan to coordinate all AUP departments on issues related to Summer School. Tasks will include:
• Support the Director of Summer School in long-term planning and innovations specific to Summer offerings with Academic Affairs and the other committees and departments involved with the Summer School (i.e. Academic Affairs, Housing, Student Account Services, ITS, Cultural Programs, Communications, etc.) resulting in an annual calendar of events
• Support the Director of Summer School in course planning a year ahead, liaising with Academic Affairs, resulting in a published portfolio by October every year
• Coordinating annual Summer School website updates, in association with Communications and Academic Affairs colleagues
• Liaising with various administrative units for scheduling and course/tuition set-up (Housing, Admissions, Student Accounting Services)
• Support the Director of Summer School alongside the Communications department and Admissions’ Communications Coordinator in planning annual marketing strategy and communications campaigns including planned social media content as well as email campaigns;
• In association with other staff, reviewing and revising current procedures to improve service and efficiency in the application, registration (both course and housing), billing and matriculation requirements for Summer students
• Serving as a back up to represent the interests of the AUP Summer School at the Orientation Task Force and other related meetings
Admissions Office Support
The postholder will take part in Admissions Office duties, including general telephone calls and meeting with students and families who visit campus. They will take part in Fall and Spring Orientation activities from a support role and provide additional support to the Admissions Office as needed. The post holder may additionally be involved in transversal projects the University wishes to explore.
Other appropriate duties may also be assigned as requested by the Supervisor and according to the needs of the Admissions Office.
QUALIFICATIONS:
| Attribute | Essential | Desirable |
|---|---|---|
|
Education and Qualifications |
Undergraduate Degree English fluency |
Knowledge of French |
|
Experience |
Working within a higher education context Using a CRM to handle mailings and respond to clients in a timely manner Addressing multiple audiences with appropriate written and oral communication (e.g. incoming students, parents, university representatives, other departments) Managing multiple deadlines |
Recruiting international students Familiarity with Slate Technolutions platform for Admissions Understanding of the academic calendar and student lifecycle Supporting event management and organization Working with Office365 and Canva |
|
Job-related Skills |
Ability to understand a wide range of academic content and subject material Good administrative and organization skills |
Social media management |
|
Interpersonal Skills |
Good communicator – orally and in writing Strong customer focus, committed to ensuring excellent service standards Strong collaboration and team skills |
APPLICATIONS:
To apply, please send your CV and cover letter to recruitment.hraup.edu and title the email in the following convention: “First and Last name - Summer School Coordinator”.
Any candidate who applies must have the legal right to work in France.