Administrative Coordinator

4 days 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 an Administrative Coordinator, to provide administrative, technical and organizational support to the institution.

The Administrative Coordinator performs a wide range of administrative and general office duties. The Administrative Coordinator will be required to exercise initiative and judgment in managing schedules for the department, ensure booking for meeting spaces, and use discretion in sharing information to stakeholders. They will interact with the general public as a liaison and with University personnel including those at the senior level to resolve issues and problems, coordinate activities across administrative functions of the University, including interactions among New York and Abu Dhabi constituents, and are responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency, which may include modifying and/or creating databases and complex spreadsheets, monitoring complex department budgets, and establishing basic administrative systems for the program.

**Key Responsibilities**:

- _ Provide high-level administrative support to the departmental leadership including preparation of correspondence, records and other clerical documentation on a daily basis_
- _ Manage the calendar and work schedule of the departmental leadership team to ensure effective time management is maintained with availability for daily meeting requirements and schedules_
- _ Arrange travel and event logistics_
- _ Schedule and provide needed documentary support for meetings, including video conferences_
- _ Maintain hard-copy and electronic files and document management/retrieval systems_
- _ Handle calls and requests for information_
- _ Manage office contacts and database information_
- _ Respond to a variety of inquiries, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues_
- _ Provide liaison services and coordination as needed between the department and other university offices and senior leaders in Abu Dhabi or other locations, including New York_
- _ Support and assist with various projects as required_
- _ Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which senior leadership is responsible_
- _ Prepare such information and research reports as senior leadership may require regarding projects, initiatives, administrative and operational matters_
- _ Provide overall team support and administrative provisions to assist with team efficiencies and effectiveness_
- _ Perform clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, maintain inventory of general office supplies, etc_
- _ Other duties typically associated with an Executive Assistant role may also be assigned from time to time, including org charts, PowerPoint presentations, etc_
- _ Monitor activity of department budgets and maintain data on spreadsheets_
- _ Compare invoices with actual expenditures and investigate and resolve discrepancies with the budget office_
- _ Process and maintain the expenses and reimbursements for senior leadership_
- _ Manage budget tracking and reporting_
- _ Be responsible for expense reports in relation to procurement, purchasing and payment_

Qualifications:
**Required Education**:

- Bachelor’s degree

**Required Experience**:

- Superior written and oral communications skills in English
- Combination of education and experience
- Proactive thinker with the ability to anticipate needs and provide solutions
- Professional maturity, sound judgment, and discretion consistent with leadership-support responsibilities
- A capacity to work collegially and flexibly in a setting characterized by a complex organizational structure An ability to prioritize and handle multiple projects on tight deadlines; punctual, organized work habits, consistent accuracy, and attentiveness to detail
- Advanced business computing and internet skills
- Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite

**Preferred Experience**:

- Experience working with institutions of multinational nature

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

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