Administrative Assistant

2 weeks ago

Abu Dhabi, United Arab Emirates NYU Abu Dhabi Full time

Position Summary:
**UAE Nationals are encouraged to apply**

New York University Abu Dhabi (NYUAD) seeks to appoint a Administrative Assistant for the Center for Cyber Security (CCS).

The vision for CCS-AD is to become a world class cyber security center that partners with key local universities, industry and government agencies in order to facilitate cyber security research, education, and practice in the region. The center will help advance the UAE’s regional and global visibility and competitiveness in cyber security. The Administrator will ensure that all administrative tasks are organized and completed on an as and when needed basis. He/She is responsible for the day-to-day management of administrative functions. A high degree of initiative, independence of action, and ability to achieve results without explicit guidance is expected, as is the ability to work quickly and efficiently, particularly during busy times.

**Key Responsibilities**:

- Responsible for executing and finalizing operational and administrative activities of the Center to include: _
- implementing and managing day-to-day procedures;
- providing administrative support to the CCS-AD PIs (located in NY), AD faculty associated with CCS-AD, the Center Director, and Center Manager; management of personal and shared calendars; coordination of internal meetings and with New York; organizing events; and maintaining CCS-AD mailing lists, databases and files
- Execute tasks related to budget and financial management of the Center, including: _
- overseeing purchasing needs, reimbursement of CCS-AD personnel,
- processing honorariums, and other budget and expense data for the Center
- reviewing expenses and invoices for accuracy,
- investigating discrepancies, and report results to supervisor
- submitting expense reports
- updating internal central financial audit sheets and logs
- Organize small and large-scale events held by CCS-AD (e.g. workshops, conferences, CSAW, panels, advisory board meetings, etc.) including:_
- arrangement of all event and guest logistics (e.g. travel, accommodation, transportation, equipment)
- execute travel and accommodation requests
- reaches out and follows up with various MENA universities to send teams to conference/ event/ CSAW
- coordinates with CSAW NY team
- oversees logistics for other events across the region that CCS-AD participates in (e.g. hardware CTF as part of other conferences/ events)
- Assist in operational tasks related to human resources management of the Center: _
- prepare and coordinate all necessary information and tasks to support stakeholders of the center to oversee the hiring of researchers.
- review process, and leave tracking; execute the onboarding/offboarding of CCS-AD personnel (researchers, students, faculty, visitors);
- update and manage CCS-AD visitors logistics and bookings
- Oversee and execute the re-design of CCS-AD website and coordinate efforts with CCS in New York
- Execute regular weekly updates of the website on research, news, and event announcement content and receive, forward, respond to and archive inquiries sent to CCS-AD
- Actively uses social media (Twitter, Instagram, Facebook) to promote Cyber Security research and education worldwide
- Facilitate general outreach activities with the local Cyber Security constituencies

Qualifications:
**Required Education**:

- **Bachelor’s degree**

**Required Experience**:

- 2- 4 years’ experience in a comparable position with a proven record of working within and coordinating administration services
- Project Management
- Resources Planning and Management
- Financial Management (finances and budget planning and execution)
- Motivate initiatives on team management and collaborations
- Experience in a setting requiring confidentiality and a high level of professional conduct
- Experience supporting multiple functions and proven track record of successfully managing concurrent duties and assignments
- Experience in database and website management and file organization
- Ability to function autonomously and multitask effectively in an area still in “start-up” phase - i.e. where policies and processes require further development
- Superior written and oral communications skills in English
- Strong organizational skills and a passion for being behind the scenes of an ambitious but highly rewarding project
- Knowledge of basic technology/troubleshooting, and familiarity with Microsoft Office and Google Calendar
- Ability to multitask, coordinate and manage everyday, detail-oriented tasks and larger responsibilities.
- Demonstrates drive and initiative in a busy working environment

Additional Information:
The University is an equal opportunity employer committed to equity, diversity and social inclusion.

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