Administrative Coordinator, Career Management Center - Stern@NYUAD

Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator reporting to the Director, Career Development at Stern@NYUAD.

This position provides administrative, technical and organizational support to the Career Management Center (CMC) at Stern@NYUAD. The Administrative Coordinator performs a wide range of administrative and general office duties. The Administrative Coordinator exercises initiative and judgement in managing schedules for the Stern@NYUAD leadership team, ensures booking for meeting spaces, coordinating logistical requirements such as A/V and catering needs, and uses discretion in sharing information to stakeholders. They interact with the general public as a Stern@NYUAD liaison and with University personnel including those at the senior level to resolve issues and problems. The Administrative Coordinator coordinates activities within Stern@NYUAD and across administrative functions of the University, including interactions among New York and Abu Dhabi constituents when necessary. They are responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency within Stern@NYUAD. This may include modifying and/or creating databases and complex spreadsheets, monitoring complex department budgets, supporting event coordination, designing promotional materials, and establishing basic administrative systems for the program.

Job Responsibilities:

• Provide high-level administrative support to the leadership of Stern@NYUAD including preparation of correspondence, records and other clerical documentation on a daily basiss
• Manage the calendar and work schedule of the leadership team to ensure effective time management is maintained with availability for daily meeting requirements and schedules
• Arrange travel and event logistics
• Schedule and provide needed documentary support for meetings, including video conferences
• Maintain hard-copy and electronic files and document management/retrieval systems
• Handle calls and requests for information
• Manage office contacts and database information
• Respond to a variety of inquiries, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues
• Provide liaison services and coordination as needed between the department and other university offices and senior leaders in Abu Dhabi or other locations, including New York
• Support and assist with various projects as required. Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which senior leadership is responsible
• Prepare such 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: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, maintain inventory of general office supplies, etc
• 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 the expenses and reimbursements for senior leadership
• Manage budget tracking and reporting
• Be responsible for expense reports in relation to procurement, purchasing and payment
• Events Planning and Logistics
• Support the planning and execution of on-campus and off-campus events, including preparing marketing and promotional materials, coordinating logistics (e.g., venue reservations, catering, transportation, and calendar scheduling), and liaising with internal stakeholders and external vendors or service providers to ensure successful event delivery
• Platform Maintenance Support
• Assist in maintaining career platforms by creating job postings from shared employer information, generating standard reports (e.g., application tracking, posting analytics), and ensuring data accuracy and timely updates

Required Education

• Bachelor's Degree

Required Experience

• 2+ years in a related administrative support field
• Superior written and oral communications skills in English
• Proactive thinker with the ability to anticipate needs and provide solutions
• Pofessional 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 work in a high-paced working environment and prioritize/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

Preferred Experience

• Arabic language proficiency
• Proficiency in layout and design software such as Canva for creating marketing materials and event flyers
• Proficiency in project management tools such as Monday.com or Asana