Administrative Coordinator – Science Division
|NYU Abu Dhabi
|No. Of Vacancies:
|UAE Nationals are encouraged to apply
New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator reporting to the Operations Manager, Science Division.
The Program Administrative Coordinator (PAC) will work closely with the Program Heads and under the direction of the Dean of Science. They will be the first point of contact for all administrative and operational tasks and any general queries associated with their designated program (i.e. Biology, Chemistry, Physics, etc.). They will provide day-to-day administrative and clerical support for the academic and research operations of the Division, liaising with Faculty, researchers, post-docs and students to ensure effective communication and the smooth running of the Program. The PAC’s tasks include, but are not limited to: the organization of recruitment visits and scheduling for new Faculty and Academic Support staff; the organization of the annual Seminar Series for their respective program/s;
budget management and financial reporting; travel arrangements, reimbursements, meetings, communications and scheduling. A high-degree of initiative, independence of action, superior written and oral communication in English and the ability to achieve results without explicit guidance is expected.
The position reports directly to the Assistant Dean of Administration for the Science Division, who will manage overall work assignments, professional development, and evaluations.
The position will also have a daily and functional report to the Operations Manager who will provide ongoing training and direction with work assignments assigned by the Assistant Dean of Administration for the Science Division. The Operations Manager will report back the progress and work performance of the PAC to the Assistant Dean of Administration for the Science Division.
The PAC will be the first point of contact for all administrative and operational tasks and any general queries associated with their designated program (i.e. Biology, Chemistry, Physics, etc.)
The role is responsible for managing schedules, arranging internal meetings, assisting with annual planning reports and assessments for accreditation, and other projects/general faculty affairs as and when required
PAC will provide day-to-day administrative and clerical support for the academic and research operations of the Division, liaising with Faculty, researchers, post-docs and students to ensure effective communication and the smooth running of the Program
They will oversee regular faculty meetings, preparing the agendas and taking minutes, to ensure University-wide policies and procedures and any important information is relayed to their respective Programs
The position is responsible for planning and facilitating faculty and academic support recruitment visits throughout the AY
Overseeing the schedule of recruitment for the hiring of new Faculty and Academic
Support staff within their Program/s. This includes complex scheduling, managing multiple Faculty calendars, making travel arrangements; seminar/event coordination; budget management and reporting to the Dean
The PAC will also oversee the organization and facilitation of the annual Seminar Series, Symposia, Workshops and other adhoc events for their respective program/s. Inviting international speakers to NYUAD; planning and facilitating seminars and events; arranging itineraries; facilitating travel; managing the associated costs and advertising to the correct audience
The role is the first point of contact for external guests, coordinating with these guests and within the organization requires excellent written and oral communication and is expected of the candidate
The PAC is responsible for purchasing materials/equipment required to support the academic and research projects within the division
They will work closely with Procurement to initiate, source and justify purchases in e-Pro, monitoring PO dispatch, following-up on order/delivery statuses (when needed), and ensuring orders are delivered to their rightful owner. This includes following up with the vendor and finance to ensure vendor is paid and processing a payment release or payment request
The PAC will process reimbursements and book travel for faculty, guests and recruitment related charges
They are also responsible for assisting with the training of researchers and post docs in the area of policy and procedure
Higher Education Certification or Diploma / Bachelor’s degree
1 – 3 years in comparable positions, preferably with a higher education institution or governmental body operating in the U.A.E. Consideration would also be given to holders of a bachelor’s degree with less experience
Superior written and oral communications skills in English
A capacity to work within complex organizational structure being customer facing and quality of service orientated
A high standard of computing and internet skills
As a mid-level Administration Coordinator, must be professional, resourceful and use initiative in a team environment showing mid-level leadership capabilities, having exceptional discretion, and clear, confident communications skills
Ability to work in an environment requiring attention to detail, a high degree of accuracy, teamwork, and responsiveness to deadlines
1 – 3 years’ experience in an academic organization
Efficiency in Microsoft Excel, PowerPoint, and Word
Knowledge of Academia
Ability to anticipate and meet needs before they become problematic