Administrative Coordinator Faculty Affairs Specialist

1 week ago


Abu Dhabi, Abu Dhabi, United Arab Emirates Talent Pal Full time
Job Summary

Talent Pal is seeking an experienced Administrative Coordinator to provide high-level administrative support to the Faculty Affairs leadership team. The successful candidate will be responsible for managing complex schedules, coordinating travel and events, and maintaining accurate records and databases.

Key Responsibilities
  • Provide administrative support to the Faculty Affairs leadership team, including preparation of correspondence, records, and other clerical documentation.
  • Manage the calendar and work schedule of the leadership team to ensure effective time management and availability for daily meetings and schedules.
  • Arrange travel and event logistics, including booking meeting spaces and coordinating with stakeholders.
  • Schedule and provide necessary support for meetings, including videoconferences.
  • Maintain hardcopy and electronic files and document management/retrieval systems.
  • Handle calls and requests for information, and respond to a variety of inquiries and resolve routine and non-routine problems.
  • Manage office contacts and database information, and provide liaison services and coordination as needed between the department and other university offices and senior leaders.
  • Support and assist with various projects as required, and elicit a monitoring and status of work reporting system regarding ongoing office projects for which senior leadership is responsible.
  • Prepare 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, including photocopying and faxing materials, processing forms, maintaining office files and records, picking up and delivering mail and materials, and maintaining inventory of general office supplies.
  • 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 expenses and reimbursements for senior leadership, manage budget tracking and reporting, and be responsible for expense reports in relation to procurement, purchasing, and payment.
Qualifications
  • Bachelor's Degree
  • Superior written and oral communication skills in English
  • 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 comprising New York University Stern School of Business in New York, New York University in Abu Dhabi, New York University in New York, and New York University Abu Dhabi government partners
  • 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
  • Arabic language proficiency


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