Administrative Coordinator

6 months ago

Abu Dhabi, United Arab Emirates NYU Abu Dhabi Full time

Position Summary:
**UAE NATIONAL ARE ENCOURAGED TO APPLY**

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator for the new Center for Translational Medical Devices (CENTMED), reporting to the Center Directors.

The Coordinator will support the operations of the Research Center and provide administrative management and support to the Center Directors, Co-PIs, Researchers and other members of the Center. In particular, the incumbent will be responsible for supporting the day-to-day operations of the Research Center, with different tasks related to the Center’s planning, administration, organization, financial, and communication processes.

The Coordinator would work with the leadership team to execute Center-wide initiatives and support, UAE specific, MENA-region, and broader Center collaborations and partnerships with industry and clinical institutions. Responsibilities will also include tracking KPIs for regular reporting, towards secure sustainability of the Center's future activities and Center renewal. A high degree of initiative, independence of action, and ability to achieve results without explicit guidance are expected, as is the ability to work quickly and efficiently, particularly during busy times.

**Key Responsibilities**:

- Support day-to-day operation of center, including organizing center events (seminars, Conferences, outreach events), maintaining Center mailing lists, databases, files; coordinating internal and external meetings
- Provide admin support for Center leadership, manage personal and shared calendars, draft correspondence and documents, arrange travels
- Assist with financial management of Center including purchasing, reimbursements, and other budget and expense data such as reviewing expenses and invoices for accuracy
- Support human resources of center including coordinating hiring, onboarding, and offboarding of researchers and staff.
- Write communication and promotional literature for distribution such as Center brochure, event flyers and web content and coordinates design, printing, distribution and dissemination
- Build and maintain center website; updating content regularly
- Build and maintain working relationships with NYUAD Budget, HR and Research Institute team members and other departments involved in the project

Qualifications:
**Required Education**:

- Bachelor's degree

**Required Experience**:

- 3 or more years of administrative experience
- Experience in a university setting dealing with senior leadership, faculty, students, researchers, and local research administration professionals
- Superb written and oral communication skills in English
- Strong organizational skills
- Ability to work autonomously and multi-task effectively in a start-up environment including instances where policies and procedures require further development
- Ability to prioritize and handle multiple processes and requests on tight deadlines with attention to detail
- Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for a resourceful initiative in a team context
- Capacity to work collegially and flexibly in a dynamic setting characterized by a complex organizational structure comprising New York University in Abu Dhabi and other New York University campuses
- Demonstrates drive and initiative in a busy working environment
- Microsoft Office Suite
- Database Management

**Preferred Experience**:

- 3 or more years of finance and budgeting knowledge and the ability to assess data for statistical reports
- Experience in project management including resource planning, financial management, change management
- Self-motivated
- Event organization experience and skills 3+ years of experience working in the UAE and willingness to learn local research landscape and regulatory environment
- Managing and updating web content
- Management of database management and file organization
- Creation and update of CVs
- Flexibility to adapt and grow in an ever-evolving start up environment
- Experience in clinical/hospital administration settings
- Experience in research administration

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

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