HomeUAEAbu DhabiAssistant Manager, Administration – Science

Assistant Manager, Administration – Science

Company Name: New York University Abu Dhabi
Employment Type:Full Time
Location: Abu Dhabi
Experience: 3-5 years
Degree: Bachelor
Nationality: Any
No. Of Vacancies:1
Job Description:
Position Summary
UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Assistant Manager, Administration reporting to the Assistant Dean for Administration, Science Division.
The Assistant Manager, Administration will assist and support the Assistant Dean for Administration, Science in managing the organization and delivery of divisional promotion and tenure support, human resources planning and ad hoc assignments. This role will require a high degree of confidentiality and discretion, organization and timeliness.  The role will provide support for the Manager, Curricular Affairs with divisional special events and conferences.
The Assistant Manager, Administration will oversee daily tasks of the program administrative coordinators within the science division. Other duties include, but are not limited to Annual Planning Reporting, Academic planning, Budget Review and Maintenance, supervising all program-related internal procedures, organizations and facilitation of recruitment working closely with our HR partners and New York counterparts. This role will also distribute and govern policy and procedure practices as described by university policy.
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. 
Key Responsibilities:
Work directly with the Operations Manager to oversee the administrative activities of PACs in the Science Division; implementing and managing day-to-day procedures; maintaining program mailing lists, databases and files. Provide administrative support to PACs and the Program Heads; along with training new staff members. Manage personal and shared calendars; internal meetings, and meetings with New York. Work closely with the Operations Manager on short- and long-range planning to improve processes and performance
Manage Recruitment Process – Act as the liaison between the Science Division and Academic Appointments, working closely with the Assistant Dean Administration to plan annual recruitment activities. Facilitate interview arrangements with the Programs; coordinate recruitment processes and scheduling with the PACs, and with administration in New York
Work closely with the Assistant Dean for Faculty Affairs, Diversity Liaison, and Dean of Science to improve processes and performance
Work directly with the Assistant Dean Administration to assist with promotion and tenure cases; draft correspondence and documents, some of which may be sensitive or confidential matters; process honorariums and stipend payments; and assist coordinating internal promotion and review cycles for instructors. Frequently use interfolio and work with highly confidential material (i.e. handling HR files)
Building on existing processes and work on streamlining tenure and promotion cases procedures, keeping track of timelines and individual P&T cases
Assisting with reviews for lateral hire cases and off cycle cases, instructor reviews and interfolio cases
Assist the Operations Manager in office/workspace and lab space planning and coordinate the onboarding/off-boarding of program personnel (researchers, students, faculty, visitors)
Supporting ad-hoc requests and projects relating to the Science Division as given by the Assistant Dean for Administration, Operations Manager and Manager for Communications and Outreach. Organize small and large-scale events for the Programs and Division (as directed by the Manager for Curricular Affairs and Manager for Communications and Outreach) e.g. workshops, conferences, panels, advisory board meetings, etc.) including arrangement of all event and guest logistics (e.g. travel, accommodation, transportation)
Required Education:

Bachelor’s Degree
Preferred Education:
Project Management certifications
Web Content Management certificates
Required Experience:
3 – 5 years’ experience in a similar position in an academic organization
Excellent written and verbal communication, including editing, grammar and proof reading
Excellent organizational and prioritization ability – undertake multiple ongoing projects with responsibility and highly effective multitasking ability and meet deadlines whilst maintaining consistent accuracy and attention to detail
Prior experience and knowledge of faculty and staff hiring procedures
Excellent project management skills, outstanding organizational, multi-tasking and management skills. Advanced knowledge of MS Office, Adobe
Superb communication skills and the ability to maintain a high level of confidentiality
Highly professional approach and calm presence under pressure

Preferred Experience:
Proven project management skills and administrative work in higher educational institutions

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