Administrative Coordinator - Research Operations - Social Science

Job Number
2021-7881

Position Summary

UAE Nationals are encouraged to applyNew York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator for the Research Operations within the Social Sciences department, reporting to the Assistant Director, Dean's Office Administration, Social Science.

The Administrative Coordinator will be required to work on the research administration and coordinator for the Office of the Dean, both Divisional and Research orientated. They will be required to provide high level administrative support to the Social Science faculty, postdocs, and Office of the Dean, as well as being professional, flexible, exercise confidentiality and complete all tasks efficiently and accurately. The individual will be require to coordinate, plan and work closely with the Manager, Assistant Manager and administrative team to ensure the division runs smoothly.

Key Responsibilities:

  • Research Administration – Finance: Assist with approvals for the Dean; processing and ensuring that all requests are approved in a timely manner (Cayuse, payments, Concur and e-pro)
  • Process vendor registrations, source quotations with Procurement and raise purchase orders
  • Manage the external engagement process to register, approve, and pay external individuals. Assist the Dean to communicate finance memos for faculty and post docs, and be the key liaison in the Division on all research account questions
  • Become knowledgeable in all NYUAD finance policies and track and communicate all updates to the Division
  • Be the key divisional liaison for Finance, Procurement, Provost Office Finance, and Post Award Research Administration, in order to assist communication with faculty, and vice versa
  • Have research account access for faculty accounts to assist with budgetary issues, and provide analysis on spending
  • Work with the Post Award and budget teams to create chartfields for new/visiting faculty and postdocs, and review their spending plans with the Dean in order to ensure they are in line with policy, and their funds are available to them in a timely manner
  • Divisional Administration – Operations: Support the Dean and Manager to manage OTPS for Office of the Dean - monitor and control expenditure, interpret the impact of growth, repair budgets and forecasts in cooperation with managers
  • Create and maintain a tracker to analyse each line of expenditure hitting all accounts, and process transfers of any discrepancies
  • Track all future expenditure, and provide Manager/Dean with forecasts to support budget planning and management and for quarterly forecast projections
  • Assist with the yearly budget request which forms a large part of the submission of the Annual Planning Report (APR)
  • Request and maintain divisional chartfields to track and report expenses on individual programs/projects
  • Support budget data entry on Hyperion Planning
  • Support budget and maintain faculty personnel lines in collaboration with Provost Finance and Academic HR, which is included in the aforementioned APR
  • Ensure oversight for Division, SSEL, Faculty and Post Doc Research Accounts, REF, CEF; use own judgement to escalate issues
  • Be the key contact on the Divisional budget for Provost Finance and other NYUAD departments
  • Process payments on behalf of divisional chartfields: this includes all aforementioned processes like obtaining quotations, raising POs, payment requests, checking contracts/ invoice T&Cs, liaising with vendors, following up on payments and budget impact
  • Become the sole holder for the divisional purchase card, responsible for its use & reconciliation
  • Finance Processing: Manage and complete financial administrative duties including all expense reimbursements, research account payments and follow ups
  • Follow up with vendors, Accounts, Procurement, Faculty, and other players, before and after payment is processed
  • General administrative responsibilities and ad hoc duties; including, but not limited to, mail services, supply ordering, calendar assistance, greeting and assisting visitors, room reservations
  • Be able and available to take on new tasks, assist the Manager when needed and provide cover when administrative staff are on leave

Required Education:

  • Bachelor’s degree or a relevant advanced certification or professional qualification diploma

Preferred Education:

  • Experience in research/grant administration management.

Required Experience:

  • 5+ years administration experience
  • Experience providing a high level of customer service to senior stakeholders
  • Superior written and oral communications skills in English
  • Excellent analytical skills. Able to problem solve and troubleshoot financial data
  • An ability to prioritize and to handle multiple assignments on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail
  • Advanced communication skills in diplomacy and judgement
  • Self-motivated and ability to work independently in an outcomes-based work culture as well as contributing to the work of a team
  • Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite
  • 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

Preferred Experience:  

  • 3+ 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 UAE
  • Experience working with institutions of multinational nature
  • Advanced written and oral communication skills
  • Research finance knowledge and experience

Other Information
About NYUAD

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.