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, reporting to the Assistant Manager, Social Science Operations and Executive Assistant

The Administrative Coordinator for the Social Science division will be required to conduct administrative coordination and assistance to a growing faculty in Social Science, provide high level administrative support to faculty, post docs, instructors and researchers, and be professional, flexible, exercise confidentiality and complete all tasks efficiently and accurately.

**Key Responsibilities**:

- General administrative responsibilities and finance duties
- Provide high level administrative support to Social Science faculty
- Coordinate/oversee administrative and program support activities; particularly at the Program level
- Responsible for divisional internal and external communications, for faculty finance policy related to research account travel and spending: including preparation of expense reimbursements, payments to vendors and individuals, ePro data entry and PO follow up, and general budget tracking, as well as social media and media outreach
- Other duties may include but are not limited to; mail services organization, supply ordering, Divisional calendar assistance & communication, greeting and assisting visitors, room reservations
- Be able and available to take on new tasks, assist the Manager and Assistant Dean when needed with large or complex projects and provide cover when administrative staff are on leave
- Seminar Series: (in at least one Program) Coordinate with seminar conveners and external guests - manage travel booking, meeting schedules, budget tracking, and general hosting of guests; coordinate activities and hosting on the day of seminar
- Be the key point person for the faculty Seminar convener(s) - have a full understanding of budgetary and travel policy and its implications on these programs and be able to communicate this clearly, with mínimal supervision
- On/Off Boarding: Coordinate the onboarding and off-boarding of new and visiting faculty and staff
- Require mínimal supervision to roll out the planning cycle each 7 weeks (plus J-Term & Summer) for incoming and outgoing faculty
- In conjunction with the administrative onboarding, become well-versed in academic onboarding tasks; some understanding of NYU teaching software, processes, and course schedules
- Provide support and information to new joiners who require assistance with administrative procedures relating to this ongoing project
- Event Planning: Work closely with the Manager to understand the planning phase of the Social Science Conference Series and other special events (ad hoc)
- Coordinate the annual planning (at least 4 conferences per year)
- Full conference management; including travel arrangements, catering, administrative support before and during events, budget tracking and evaluation and follow-up

Qualifications:
**Required Education**:

- Bachelors Degree

**Preferred Education**:

- Advanced Certification or Professional Qualification Diploma

**Required Experience**:

- 2+ years of office experience. Experience providing a high level of customer service
- Superior written and oral communications skills in English
- A capacity to work collegially and flexibly in a startup setting characterized by a complex organizational structure comprising New York University in New York and New York University in Abu Dhabi
- An ability to prioritize and to handle multiple projects on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail
- Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for resourceful initiative in a team context
- Advanced business computing and internet skills
- Knowledge of WordPress, Adobe suite, and web and social media platforms
- Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite

**Preferred Experience**:

- 5+ years of experience in a comparable positions, with a record of advancement and growth at progressively more responsible levels, preferably with an established international company, private organization, or governmental body operating in the U.A.E. Experience working with institutions of multi-national nature

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

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