Administrative Assistant - NYUAD Institute

Job Number
2022-10170

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Assistant  reporting to the Associate Director, Academic Programs.

This position provides administrative, technical and organizational support to NYUAD Institute. The Administrative Assistant will deliver technical and practical tools to program planning, essential in achieving success in virtual programs and in person programs when operational. The role requires a solution-driven, proactive person, competent in supporting zoom/webinar events autonomously, running reports on Salesforce/Tableau and Excel. This individual must have good communication skill, experience of event planning in an academic setting, with attention to detail to facilitate virtual web programming and analytical knowledge for running and analyzing reports.

Key Responsibilities

  • Develop and manage all technical aspects of web-based programs
  • Navigate and troubleshoot technical issues, supporting virtual programs including evening talks, workshops and conferences, that are open and/or closed to public programs in multi-time zones (time flexibility is key)
  • Manage communication with participants, ensure support before the program (short zoom training if required) and assist the program organizers in sending/receiving webinar-related information.
  • Collect webinar data to report on
  • Process, track, and resolve payments both in AD and NY (stipends for reviewers)
  • Reconcile purchasing cards, honorarium payments, travel and expense reimbursements, vendor set up and procurement of goods and services
  • Keep communication and relationship with vendors, keep track of registration and renewal of registration of vendors with finance
  • Attend regular financial internal training and updates (online and in person).
  • Collect data and information to share with the university's data platform "Tableau".
  • Perform reports, conduct online surveys.
  • Provide general administrative support to the Institute and our leadership, including scheduling staff meetings, Steering Committee meetings, etc. 
  • Process, track, and resolve payments, reimbursements, vendor set up and procurement of goods and services

Required Education

  • Bachelors Degree

Required Work Experience

  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to details and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Arabic Language speaking

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.