Program Administrative Coordinator

9 hours 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 Program Administrative Coordinator reporting to the Operations Manager for the Division of Science.

The Program Administrative Coordinator (PAC) will work closely with the Program Head to ensure all administrative tasks for their designated major (i.e. Biology, Chemistry, Physics, etc.) are organized and completed on a daily and as needed basis. The PAC is responsible for the day-to-day administrative and clerical needs of the Faculty in the designated major assigned which will include tasks such as:

- preparation of classroom material, seminar and workshop materials, financial reporting, travel arrangements, and scheduling. A mid-degree of initiative, independence of action, and the ability to achieve results without explicit guidance is expected.

Responsible for initiating teaching (and research purchases as needed) in e-Pro, following-up on order/delivery statuses, and ensuring orders are delivered to their rightful owner, may include following up to ensure vendor is paid by processing a payment release or payment request. Will look after Faculty Recruitment Visits for the designated major assigned to work with, and will work with the Program Head to ensure that itineraries are complete and cover all aspects of the required activities. The PAC will organize and plan the Seminar Series and possible Symposia for the designated major assigned, which will include arranging travel, accommodation, and liaising with guest speakers. The PAC will process reimbursements for all Faculty that are in the major they are assigned. The PAC will also manage course evaluations, book conference rooms, assist in scheduling, book travel, and tend to science guests and their needs. The PAC will also assist with planning and organization of program events, divisional events, administratively support the Capstone funding awards, and field questions and requests from the members of the programs they serve.

The position will also have a daily and functional report to the Assistant Manager, Administration who will provide on-going training and direction with work assigned by the Operations Manager.

**Key Responsibilities**:

- Generally providing support services to all members of the assigned programs
- Performing general clerical duties: calendar scheduling, filing and document organization, procurement related activities (ePro, EE’s, Pcard, etc), organizing faculty travel, submitting reimbursement requests, minute taking etc.
- Working on Faculty Recruitment visits and also the Seminar Series and Symposia (will be more intensive at particular times of the year). Performing duties related to travel, meeting scheduling, event planning, communication, and budget tracking
- Ad-hoc requests and projects relating to the Division and reporting to the office of the Dean. Ensuring all relevant university policies are understood and adhered to
- Preparing, editing and formatting electronic and printed materials for use in classrooms and presentations. Scheduling student presentations and assisting faculty in managing student meetings and enquiries. Assemble information and data in order to analyze, plan, and prepare for activities related to the assigned major for the Academic Year
- Finding and collating information and compiling in databases or documents. Maintenance of the budget spent for the assigned major (related to seminar series, symposia, teaching supplies/equipment), reporting etc

Qualifications:
**Required Education**:

- Higher Education Certification or Diploma / Bachelor’s degree

**Preferred Education**:

- Bachelor’s degree

**Required Experience**:

- 1 - 3 years in comparable positions, preferably with a higher education institution or governmental body operating in the U.A.E. Consideration would also be given to holders of a bachelor’s degree with less experience
- Superior written and oral communications skills in English
- A capacity to work within complex organizational structure being customer facing and quality of service orientated
- A high standard of computing and internet skills
- As a mid-level Administration Coordinator, must be professional, resourceful and use initiative in a team environment showing mid-level leadership capabilities, having exceptional discretion, and clear, confident communications skills
- Ability to work in an environment requiring attention to detail, a high degree of accuracy, teamwork, and responsiveness to deadlines

**Preferred Experience**:

- 1 - 3 years’ experience in an academic organization
- Efficiency in Microsoft Excel, PowerPoint, and Word
- Knowledge of Academia
- Ability to anticipate and meet needs before they become problematic

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