Academic Affairs Coordinator - NYU London

New York University; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

28 days annual leave pro rata

USS pension scheme

Private medical insurance (optional)

Job summary

NYU London is seeking an Academic Affairs Coordinator to ensure the efficient delivery of the academic programme and coordinate class preparation and administration.

The role includes managing attendance, timetables, and academic accommodations across the Moses Center, liaising with faculty, and supporting blended/hybrid teaching arrangements. A degree and 2 years in an academic office are required, with strong organisational and communication skills.

Qualifications

• Educated to degree level or equivalent qualification / experience.
• At least 2 years’ experience in an academic office environment.
• Strong organisational ability and excellent written & oral skills.

Responsibilities

• Support timetable creation with senior academic staff; coordinate timetables and data entry.
• Coordinate timetable, class, and exam timetables; support grading processes with faculty.
• Manage attendance records and the Moses Center accommodations; liaise with NYUL staff.
• Assist with room allocations, bookings, and Zoom support for blended/hybrid teaching.
• Provide admin support for NYUL partnerships and publications; maintain NYUL website and syllabi.
• Support faculty with LMS usage and attendance system; assist with faculty onboarding.

Skills

Organisational skills

Communication skills

Attention to detail

Data entry

LMS support

Microsoft Office

Teamwork

Education

Bachelor's degree or equivalent

Tools

Albert/CLSS

Brightspace LMS

Microsoft Office

Job description

Position Summary

NYU is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, equity and accessibility that inform academic excellence. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

This is a full-time, permanent post reporting to the Senior Manager for Academic Affairs. The Academic Affairs Coordinator ensures the efficient delivery of the NYU London academic programme and works closely with faculty and staff to coordinate academic class preparation and administration. The Coordinator oversees the Moses Center academic accommodations across NYUL and the support functions associated with it, as well as taking a lead role in the management of the attendance monitoring function.

Principal Accountabilities:

Academic Affairs Support (50%):

• Supporting timetable creation in conjunction with senior academic staff
• Coordinating data entry of the timetable details into Albert/CLSS in preparation for student registration each semester
• Coordinating the production of the class, final exam and Moses Center exam timetables each semester
• Coordinating midterm and final grade entry processes with NYUL faculty
• Coordinating the Academic Affairs administration contribution for Students of Concern meetings, including tracking casework, liaising with stakeholders, meeting with students, and preparing meeting data.
• Coordinating the management of the student attendance records, including entering data and documentation into the attendance management system, monitoring student attendance and faculty submissions, overseeing the backend workflow
• Coordinating the NYUL library collection and arranging external library memberships for classes, as required; liaising with Bobst Library staff in New York; key liaison for external library partners
• Providing additional administrative support for students taking part in NYUL partnerships with external providers (e.g. RADA)
• Organising syllabi collection and administration for all classes
• Assisting the Senior Manager for Academic Affairs with data input related to classes, grading, student schedules, etc. on NYU databases and reporting systems
• Coordinating academic related information on the NYUL website, NYUL syllabus template, and any NYUL Academic Affairs office publications or correspondence
• Assisting with the maintenance of records of grades, class offerings, etc. according to correct procedures; helping to ensure the appropriate maintenance of all records with reference to FERPA, data protection and other legal requirements as required
• Assisting with the logistics of faculty meetings and lunches, and on-site functions and meetings as required
• Supporting the academic-focused visits for visiting staff and faculty from NYU campuses and other global sites
• Playing a key role in all of NYUL’s room allocations and bookings; ensuring up to date knowledge on NYUL’s room bookings system; supporting blended/hybrid classroom teaching, to include Zoom support
• Dealing with any other general enquiries and administrative tasks associated with the successful running of the Academic Affairs Department
• Contributing to the strategic development of the programme particularly in relation to sustainability, affordability, diversity, equity and inclusion
• Other supporting requirements as assigned by line manager or as required by the Director

Class and Faculty Support (25%):

• Acting as first point of contact for academic-related faculty enquiries; providing advice and guidance about academic policies and procedures
• Liaising with faculty regarding course texts, arranging coursepacks, placing text book orders and coordinating the student book sale; coordinating intersession programme book orders
• Supporting faculty with implementing Moses Center accommodations (e.g. extra time on exams)
• Assisting faculty with scheduling make-up class sessions
• Supporting new faculty recruitment and the induction of new faculty
• Support faculty training, and providing ongoing faculty support, with NYU’s learning management system (LMS - currently Brightspace) and other classroom management tools; act as central support for faculty in relation to the attendance system

Student Interfacing Duties (25%):

• Operating as point person for The Moses Center at NYUL; coordinating, and advising on, all academic accommodations for students and faculty, and liaising with The Moses Center staff directly; including scheduling extended exam sessions, organizing invigilation, acting as an invigilator, and making arrangements for students with academic accommodations as needed
• Leading assistance to students on academic administrative policy matters including Add-Drop, Pass/Fail, etc; liaising with the Office for Global Programs in New York as required
• Assist with relevant visa oversight and data collection requirements during orientation, advise students on UKVI related policies as relevant to academic responsibilities, notably attendance monitoring.
• Acting as a first point of contact for academic-related student enquiries; providing advice and guidance about academic policies and procedures
• Assisting students during the Orientation period, including the book sale.

Qualifications

Required Education

• Educated to degree level or equivalent qualification / experience

Required Experience

• At least 2 years’ experience in an academic office environment

Required Knowledge, Skills, and Abilities

• Strong organisational ability and keen attention to detail
• Be willing to work on own initiative with little supervision
• Excellent interpersonal and communications skills and comfort working with both students and faculty
• Be enthusiastic, pro-active and committed, and enjoy working in a small and friendly team
• Computer literate with good knowledge of Microsoft Office suite
• Excellent written & oral skills
• A demonstrated commitment to promoting a diverse and welcoming environment, as evidenced by prior successful and innovative measures

Preferred Education

• Educated to post-graduate level

Preferred Experience, Skills and Abilities

• Knowledge and experience of working within an educational organization, especially at HE level
• Some knowledge and understanding of US Study Abroad or US Higher Education
• Experience of working with PhD or post-graduate students in a supporting function

Additional Information

Candidates must have the unrestricted right to work and live in the UK prior to appointment.

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

NYU London is an equal opportunity employer committed to equity, diversity and social inclusion.

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

Further benefits include:

• 28 days annual leave pro rata
• USS pension scheme
• private medical insurance (optional)

EOE/AA/Minorities/Females/Vet/Disabled/Sexual Orientation/Gender Identity