Administrative Coordinator (Fixed Term 1 Year)

Job Number

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator, reporting to the Assistant Manager of Administration,

The Administrative Coordinator provides administrative support within the Arts and Humanities Division, with an emphasis on the Arts programs. Under the supervision of the Manager of Administration, the Administrative Coordinator will be the main point of contact ensuring the highest level of administrative support at all Arts faculty. This will include dealing with all administrative tasks on day-to-day basis, including finance, procurement and travel related issues. The Coordinator will also provide high-l evel support on other operational projects.

Key Responsibilities:

  • Program Support: Film & New Media, the MFA, Theater, Art and Art History and Interactive Media
  • Program meetings: organizing and scheduling meetings; preparing and distributing agenda and minutes; following up on action points from meeting
  • Tracking program budgets and expenses
  • Arranging travel for program visitors – flights, accommodation, ground transfers, visas, meal vouchers, etc.
  • Organizing meetings and events
  • Faculty on and off boarding
  • Other general inquiries from faculty
  • Broad level support of the Arts Programs as a whole
  • Support the Academic Technical instructors in the Arts
  • Maintain instructor and faculty contact lists, organize bi-weekly meetings with the academic support
  • Process and/or review payments for Research and Programmatic expenses, including: payment requests, honorariums, catering, meal vouchers
  • Provide Concur support – review requests and expenses, assist faculty and instructors on using the system
  • Procurement support: vendor registration, raising requisitions, distributing POs, tracking procurement process, liaising with Procurement team and tech instructors, processing payment to vendors
  • Ensure current policies are being followed and communicated to faculty and instructors
  • Mailing lists, A&H Events Calendar, Intranet Calendar, Intranet Announcements, printing and distributing posters
  • Chamber Concert Series
  • Faculty recruitment
  • Work closely with head of administration and program heads on division’s web presence and communications to faculty
  • Organize the Open Studios Event
  • Support the Capstone students in the Arts
  • Other ad-hoc projects and tasks
  • Program and divisional Accreditation support as needed

Required Education:

  • Bachelor’s Degree or advanced degree

Required Experience:

  • 2+ years of experience in equivalent positions preferably with a U.A.E based University or any international private organization

Preferred Experience: 

  • Excellent oral and written skills
  • The ability to work flexibly, prioritizing and handling multiple challenging tasks and ensuring to meet deadlines
  • Great attention to detail
  • Excellent people skills
  • Maintaining faculty confidence by keeping information confidential

Other Information

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.