• Office Manager and Executive Assistant - Campus Life (Fixed-Term 1 Year)

    Posting Number 2019-6045
    Posted Date 1 month ago(5/9/2019 5:00 AM)
    Department
    Campus Life
    School/Division
    NYU Abu Dhabi (AD00001)
    FT/PT
    Full-Time
    Category
    General Office Administration
  • Position Summary

    UAE Nationals are encouraged to apply

     

    New York University Abu Dhabi (NYUAD) seeks to appoint an Office Manager and Executive Assistant reporting to the Associate Vice Chancellor of Students Affairs and Dean of Students.

     

    The Office Manager and Executive Assistant will provide administrative, clerical, and operational support for the Dean of Students Office and the Associate Vice Chancellor for Student Affairs and Dean of Students (AVC/DOS).

     

    Administrative and operational functions for the Dean of Students Office include: Respond to email and in-person inquiries from students, staff, faculty, parents, and other stakeholders displaying comprehensive knowledge of Campus Life activities / policies; monitor basis administrative processes (i.e. document management, approval requests, event invitations, etc) for the department; assist with planning and execution of large-scale events and programs; manage the Dean of Students Office workspace and supplies; provide reception coverage in the Dean of Students Office during peak times; assist with Dean of Students Office financial operations and budgetary planning.

     

    Executive support functions for the AVC/DOS include: calendar and schedule management; processing of financial transactions and expenses; monitoring and ensuring follow-up correspondence; preparing documentation / reports / presentations in collaboration with Dean’s Office colleagues; leading meeting and event preparations (i.e. catering, space booking, AV support needs, etc); and coordinating schedules and logistical arrangements for AVC/DOS travel needs.     

     

    This position will serve as a vital member of the Dean of Students Office staff, and will be asked to contribute to Division-wide initiatives; represent the Division at university programs/events; and perform other related duties to support the mission and vision of Campus Life. Occasional nights and weekend work will be expected to support key initiatives and meet operational needs.

     

    Key Responsibilities

    • Provide clerical and reception support for the Dean of Students Office with a high degree of professionalism, customer service, and discretion for confidential matters. Serve as the reception point-of-contact for visitors, guests, parents, faculty, and other stakeholders who are visiting the Dean of Students Office. Provide reception coverage for the Dean of Students Office (i.e. greeting visitors, troubleshooting questions / inquiries from students, etc); manage office supplies inventory and office space logistics (i.e. stationery, renovations, IT support needs, etc); coordinate logistical preparation for team-related meetings and events (i.e. retreats, weekly meetings, etc); take initiative to manage and improve administrative procedures; troubleshoot and resolve logistical issues on behalf of the team.
    •  Provide comprehensive executive-level support to the Associate Vice Chancellor for Student Affairs and Dean of Students (AVC/DOS). Proactively troubleshoot and resolve logistical issues, including ad-hoc requests outside of working hours. This includes: calendar and schedule management; processing of financial transactions and expenses; monitoring and ensuring follow-up correspondence; preparing documentation / reports / presentations in collaboration with Dean’s Office colleagues; leading meeting and event preparations (i.e. catering, space booking, AV support needs, etc); and coordinating schedules and logistical arrangements for AVC/DOS travel needs. 

    • Other duties as assigned and needed in support of the AVC/DOS and Dean of Students Office. Assist with planning and execution of a wide range of Dean of Students Office and AVC/DOS initiated events and activities. This includes providing administrative support during peak times for large-scale Campus Life programs (i.e. Marhaba, Ma’a Salama, etc); assisting with financial operations and budget tracking; liaising with other areas of Campus Life regarding events that involve the AVC/DOS.

    Qualifications

    Required Education

    • High School Diploma or equivalent

    Preferred Education

    • Bachelor's Degree, or a relevant advanced Certification or Professional Qualification Diploma

    Required Experience

    • 5 years of work experience
    • Experience providing a high level of customer service and coordinating administrative functions / processes

    Preferred Experience

    • 6-8 years' experience in comparable positions, with a record of success, preferably with an established international company, private organization, or governmental body operating in the U.A.E
    • Experience working with diverse institutions of multi-national nature

    Additional Information

    About NYUAD

    NYUAD’s Division of Campus Life brings together multiple functional areas within student affairs – including career development, student involvement, community outreach, athletics, residential education, fitness, student conduct, cultural engagement, spiritual life, health and wellness, accessibility services, and more – to provide students with the structure, resources, and support to maximize their educational experience and reach their full potential. The Division of Campus Life plays a crucial role in shaping the out-of-classroom experience for a highly diverse (100+ nationalities) residential population of 1300+ undergraduate students.

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