Manager of Administration - Office of General Counsel

Job Number
2021-9189

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint a Manager of Administration reporting to the Associate General Counsel.

The Manager of Administration will plan, organize and direct the day-to-day operations for the Office of General Counsel(OGC). The role includes a wide range of operational, administrative, legal, and general office duties requiring a high level of coordination, responsiveness and discretion. A great deal of initiative, independence, and ability to preempt needs and achieve results are expected, as is the ability to work quickly and efficiently, particularly during busy times. The ideal candidate will have excellent interpersonal and communication skills, professionalism and maturity to manage both external and internal inquiries to the Office of General Counsel, which will require a comprehensive knowledge of the University's activities, policies, and programs as well as familiarity with the local legal landscape and culture. Duties will also include working with interdepartmental groups or committees that contribute to the larger strategic goals of the University.

Key Responsibilities:

  • Record, monitor and understand the significance of all ongoing matters to highlight emerging issues, challenges and opportunities that need immediate attention and resolution by the department
  • Provide regular updates on current matters to the Associate General Counsel and communicate with relevant stakeholders on behalf of the OGC
  • Act as a facilitator between the NYUAD Office of General Counsel and other NYUAD and NYU departments, government entities, outside counsel, and other stakeholders while practicing diplomacy and discretion
  • Compose letters on own initiative or in response to requests for information
  • Process mail, correspondence and internal documentation
  • Liaise with Outside Counsel to follow up on ongoing matters and maintain a database to track quoted fees, associated costs, invoices and payments
  • Ensure timesheets and invoices are accurate by comparing against advice and fee quotes
  • Negotiate fees and terms when required
  • Manage interdepartmental and external counsel coordination for litigation matters and maintain extensive records of proceedings
  • Provide calendar scheduling and other executive support to all Associate General Counsels, ensure appropriate and discrete meeting spaces are available and coordinate travel and other logistics
  • Maintain extensive filing and records of legal opinions, legislation and regulations, licenses, correspondence, news articles, reports, memos, and other resources
  • Prepare information and research reports as required, for projects, initiatives, administrative and operational matters. This includes data collection, editing reports and reviewing documents for formatting and accuracy
  • Support the office with legal research on laws, regulations and local practice
  • Draft and edit legal documents, prepare memos and advice to stakeholders as directed by the Associate General Counsel
  • Review legal documents such as powers of attorney and facilitate their execution through coordination with the notary, legal translator, and relevant signatories
  • Establish appropriate finance practices to improve efficiency and manage all aspects of financial administration including monitoring the budget, payments and yearly forecasts
  • Coordinate with the budget office in budget preparation
  • Compare invoices with actual expenditures and investigate and resolve discrepancies with the Finance office
  • Maintain expense and reimbursement records
  • Process all finance related forms for Office staff, including E-pro and communicate with external vendors about delayed payments or payment updates
  • Effectively triage general inquiries and ensure the smooth running of day-to-day operations, admin weekly meetings and engage in problem-solving and load sharing of admin work
  • Provide overall team support and administrative provisions to assist with team efficiencies and effectiveness
  • Management and oversight of office facilities and equipment
  • Plan, organize and implement administrative systems and policies where applicable
  • Establish and maintain a status-of-work reporting system regarding ongoing office projects
  • Keep and update trackers for finance, department projects and initiatives, memos and legislations and escalate any deviation from goals
  • Contribute to strategy and evaluation and provide support for events when required.
  • Create and update contacts database, maintain distribution lists, track subscriptions and manage relationships with external legal and corporate associations
  • Register department delegates for training and webinars and track and file the resources from the events
  • Design presentations, tables, charts and other resources and maintain the intranet page
  • Prepare job descriptions, facilitate the onboarding and orientation for new joiners, track leave and time in lieu, and interview and supervise student assistants
  • Maintain active tracking of legislation and legal developments through subscriptions to legal and media resources and prepare reports for the department
  • Manage relationships with internal stakeholders, external counsel and vendors through regular meetings, events, and other activities
  • Work closely and partner with colleagues in the New York office on global and local office initiatives and events
  • Undertake special initiatives and institutional projects as designated by the department, including planning, research, implementation, review and creating reports when required

Required Education:

  • Bachelors degree in Business administration or any relevant discipline

Required Experience:

  • Managerial and administrative experience in a busy department in a multicultural environment
  • Superior written and oral communications skills in English
  • A capacity to work collegially and flexibly in a 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
  • Advanced business computing and internet skills
  • 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
  • Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite
  • Experience working collaboratively across a large institution to develop new initiatives
  • Ability to use good judgment, discretion, diplomacy, flexibility, and initiative
  • Strong organizational skills
  • Project management including resource planning, financial management, change management and motivate team initiatives
  • Ability to work autonomously and multi-task effectively in a dynamic environment, including where policies and procedures require further development

Preferred Experience:

  • Experience in a legal department within an academic and/or a research driven environment, or with an established international company, private organization, or governmental body operating in the U.A.E

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.