Administrative Coordinator - Social Science (Fixed Term for 3 Years)

abudhabi-nyu; Abu Dhabi; On-site; AED 67,000 - 112,000; Full time

Job summary

New York University Abu Dhabi is seeking an Administrative Coordinator to support the Social Science division. The role reports to the Associate Dean of Administration and Planning and involves high-level administrative assistance to faculty, postdocs, instructors and researchers.

The incumbent will coordinate seminars and events, manage internal and external communications, reconcile budgets, handle travel and onboarding, and assist with conference planning across multiple programs.

Qualifications

• 2+ years of office experience.
• Superior written and oral communications skills in English.
• A capacity to work collegially and flexibly in a startup setting with a complex organizational structure across NYU New York and NYU Abu Dhabi.
• An ability to prioritize and manage multiple projects with tight deadlines, organized work habits, and attention to detail.
• Professional maturity and judgment for leadership-support responsibilities and confidential information.

Responsibilities

• Provide high level administrative support to Social Science faculty.
• Coordinate/oversee administrative and program support activities at the program level.
• Manage divisional communications, spending policies, travel reimbursements, and social media outreach.
• Handle mail, supplies, calendar, visitor greeting, and room reservations.
• Assist with onboarding/offboarding of faculty and staff and special projects.
• Coordinate Seminar Series travel, schedules, budgets, and hosting.
• Be the main contact for seminar conveners with budget/travel knowledge.
• Support academic onboarding and NYU teaching software/process familiarity.
• Help plan annual conferences including travel, catering, and evaluation.

Skills

Office coordination

Customer service

English proficiency

Discretion and judgment

Communications

Event planning

Budgeting basics

MS Office

WordPress

Adobe Suite

Education

Bachelor's Degree

Tools

WordPress

Adobe Suite

MS Office Suite

PowerPoint

Job description

Position Summary

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 Associate Dean of Administration and Planning, Social Science.

The Administrative Coordinator will be required to conduct administrative coordination and assistance to a growing faculty in Social Science, provide high level administrative support to faculty, post docs, instructors and researchers: be professional, flexible, exercise confidentiality and complete all tasks efficiently and accurately. Also, they will be required to coordinate, plan and work 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.

Job Responsibilities:

• 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

• Bachelors Degree

Required Experience

• 2+ years of office experience


• Experience providing a high level of customer service


• 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


• Advanced business computing and internet skills. 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

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

Preferred Experience

• 5+ years of experience in a comparable positions, with a record of advancement and growth at progressively more responsible levels, preferably with an established international company, private organization, or governmental body operating in the U.A.E


• Experience working with institutions of multi-national nature


• Arabic language proficiency

Additional Information

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.