Administrative Coordinator - Social Science

UAE Nationals are encouraged to apply. 

New York University Abu Dhabi (NYUAD) are seeks a dedicated, experienced Adminstrative Coordinator, reporting directly to the Manager of Operations, Social Science Division.

The administrative coordinator will be responsible for conducting administrative coordination and assistance to a growing faculty in Social Science, and provide high level administrative support to faculty, post docs, instructors and researchers: be professional, flexible, exercise confidentiality and complete all tasks efficiently and accurately.

They will be tasked with coordinating, planning and working closely with the administrative team to ensure the division runs smoothly. This role requires a level of understanding the Divisional goals and activities, policies, procedures and programs and takes responsibility for coordinating Program seminars, conferences and events. A high competency in written business English and comprehension is required to draft, approve and circulate internal communications.

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 minimal supervision

On/Off Boarding

• Coordinate the onboarding and off-boarding of new and visiting faculty and staff
• Require minimal 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: 

• Bachelor's Degree in a related field

Required Experience: 

• 3+ years of experience in a comparable position with a proven record of working within and coordinating administration services
• 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
• Knowledge of WordPress, Adobe suite, and web and social media platforms
• Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite

Preferred Education: 

• Master's Degree Bachelor’s degree or a relevant advanced certification or professional qualification diploma

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.