Administrative Assistant (Fixed Term until August 31, 2027)

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 Assistant reporting to the Head of CGSB Research Management and Outreach.

This position provides administrative, technical, and organizational support to the Center for Genomics and Systems Biology (CGSB). The Administrative Assistant supports CGSB leadership, faculty, and research staff by managing day-to-day office operations, coordinating schedules, meetings, travel, procurement, and financial processes, and serving as a liaison with university administrative units in Abu Dhabi and New York. The role contributes to the efficient coordination of Center operations, resources, and reporting activities.

Key Responsibilities:

• Provide administrative support to CGSB Directors, center PIs, and affiliated faculty in Abu Dhabi and New York, including calendar management, meeting coordination, travel arrangements, accommodation and ground transport, and agenda and document preparation
• Maintain electronic and physical records, mailing lists, and shared files. Respond to inquiries and coordinate with university offices as needed
• Facilitate purchasing and procurement activities by processing requisitions, ensuring required paperwork is completed and signed off, and liaising with Procurement, Finance, and Logistics to support purchasing, service agreements, and vendor payments
• Assist with tracking expenses across center chart fields, by maintaining records of purchase orders and expenditures
• Support budget monitoring, and assist with invoice processing, reimbursements and purchase card spending in accordance with university policies
• Run and review budget and financial reports, identifying discrepancies and supporting the team with budget tracking
• Support Center reporting and projects, including annual progress reports, SAB and APR materials, by gathering information and maintaining tracking systems
• Provide logistical support for Center events and outreach activities, including conferences, seminars, workshops, and public engagement events
• Coordinate room bookings, catering, printing of materials, name tags, and equipment setup in collaboration with relevant NYUAD departments
• Support communication logistics in events, in coordination with the Marketing and Communications Manager
• Support onboarding and general office operations by coordinating IT and access requests, maintaining staff records, assisting with recruitment documentation
• Assist with drafting job descriptions and coordinating recruitment timelines and documentation
• Track leave requests and space allocations, and maintain up-to-date staff records and contact lists. Perform other related admin duties as required to support CGSB operations

Required Education:

• Bachelor’s Degree

Required Experience:

• More than two years of administrative support experience, preferably in a university, research, or similarly complex environment
• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines
• Excellent written and verbal communication skills in English
• High attention to detail and accuracy in documentation and data entry
• Proficiency with MS Office/Google Suite; comfort with learning NYUAD enterprise systems (procurement, travel, finance)
• Ability to work independently with minimal supervision while being a strong team player
• Discretion and professionalism in handling confidential information
• Ability to work effectively in a multicultural environment and interface with faculty, staff, students, and external stakeholders

Preferred Experience:

• More than one year experience with procurement, budgeting support, or finance processes
• Experience in event logistics and coordination
• Knowledge of Arabic is an advantage

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