Assistant Manager, Operations and Special Projects - Office of Academic Appointments

Job Number

2022-10395

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Assistant Manager, Operations and Special Projects reporting to the Director, Office of Academic Appointments.

The Administrative Manager in the Office of Academic Appointments (OAA) provides broad

operational support to the OAA Director, Assistant Directors and Academic Partners in the hiring, retention, and career management of the faculty and academic staff of NYU Abu Dhabi by demonstrating a comprehensive knowledge of University policies, procedures, and operations, and an understanding of NYU Abu Dhabi’s role within NYU and the field of international higher education.

The Administrative Manager provides an optimal level of organization and coordination of office operations, procedures, and reports that facilitates effectiveness and efficiency. In handling multiple projects simultaneously, by generating data-driven reports and presentations for OAA and the Office of the Provost, and by meeting deadlines, this person ensures that numerous stakeholders receive comprehensive administrative support at the highest level.

The Administrative Manager exercises good judgment by anticipating needs as they impact the office; by flagging problems while proactively identifying solutions; and by maintaining discretion when dealing with sensitive data, qualities that are essential in NYUAD’s dynamic, multicultural workplace. This level of professionalism is key when providing data and reports that inform the Provost’s decision making.

As a connective link between the academic divisions, programs, and their respective Deans, faculty, and staff, this role will enhance the University’s goals - in particular, as OAA ramps up to recruit hundreds of standing faculty, visiting faculty, academic staff, librarians, researchers, and post-docs in alignment with the NYUAD Provost’s ten-year academic strategy - by taking on additional tasks, special projects, and events management duties as they arise.

Key Responsibilities:

• Manage OAA’s various reporting responsibilities that are driven by faculty data, including: Academic Headcount Reports, WorkDay reports, IT systems, updates on faculty titles
• Implement systems and schedules so that data is collected and reported in a timely manner to NYU stakeholders
• Drive forward improvements to the University’s current systems, working closely with academic appointments partners in support of all divisions
• Ensure that NYUAD staff can access and understand the reports
• Manage numerous processes around the submission of official documents and the issuance of administrative approvals, including: the tracking of requests made to the Director’s Office (ensuring that requesters are responded to in a timely manner); the application of provostial approvals of contracts, renewals, and promotions; the Provost Office planning documents as they pertain to faculty hiring, promotions and tenure, academic review
• Process submissions to NYUNY Provost when needed
• Devise communication strategies and tracking processes, including automated tools, so that divisions and faculty remain aware of deadlines and receive reminders
• Manage document submissions to email aliases
• Maintain hard-copy and electronic confidential files and records and document management/retrieval systems
• Modify and/or create databases and complex spreadsheets
• Maintain the accuracy of data, flagging discrepancies to the Director
• Respond to a variety of inquiries by phone calls and email for information (including internal- and external-facing email aliases), resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues. Generate data-driven reports and PowerPoint presentations for OAA meetings and for use by NYUAD Leadership
• Perform special assignments and projects assigned by the Director and Assistant Directors
• To support the Director in the daily management of the office, manage the office calendars and schedule meetings/videoconferences internally and across NYU’s campuses to enhance an agenda-driven work culture that can meet deadlines
• Manage the hard-copy and electronic confidential files and records and document
• management/retrieval systems
• Serve as a liaison and coordinate as needed between university offices and senior managers in Abu Dhabi
• Juggle competing deadlines to maximize efficiency
• Perform other general word processing duties
• As a project manager, drive tasks forward so that deadlines are met and issues are addressed and resolved
• Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Director is responsible
• Analyze issues, data, research, and provide guidance to the Director on best practices. Customize and/or compose letters on own initiative or in response to administrative matters for supervisor's review and approval
• Proofread documents for accuracy and completeness
• Provide on-site support each year during faculty orientation events, welcome dinners and receptions, including J-Term events in January and June
• Help to plan events and manage them as they take place
• Manage the office’s budget
• Handle the Purchasing Card, comparing bills and invoices with actual expenditures and investigate and resolve discrepancies with the budget office
• Generate POs, process new OAA vendors, and handle financial paperwork. Maintain hard-copy and electronic confidential files and records and document management/retrieval systems

Required Education:

• Bachelor's Degree. 

Preferred Education:

• Master’s Degree in Higher Education, MBA, or a postgraduate degree in a related field.

Required Experience:

• Five years of experience in an administrative capacity, preferably with an established international company, higher education institution, or governmental body
• Experience in project management
• Highest level of confidentiality both within the office and externally
• Superior written and oral communications skills in English
• A capacity to work collegially and flexibly in a diverse international setting characterized by the complex organizational structure of NYU portal campuses in New York, Abu Dhabi, and Shanghai, and of NYU study away sites in 12+ cities
• An ability to prioritize and to handle multiple projects on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail
• 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
• Advanced business computing and internet skills. Expertise with word processing, spreadsheet, database software, PowerPoint and Microsoft Office Suite

Preferred Experience:

• Experience working directly with faculty.
• Knowledge of systems such as Intefolio, WorkDay or other HR systems
• Arabic language proficiency
• Experience using social media in a business setting: Twitter, LinkedIn, Instagram, etc.
• Demonstrated interest in diversity, equity, and inclusion