Administrative Coordinator - Science

Job Number

2024-14308

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint a Program Administrative Coordinator reporting to the Operations Manager, Science Division.

The Program Administrative Coordinator (PAC) will work closely with the Program Heads and under the direction of the Dean of Science. They will be the first point of contact for all administrative and operational tasks and any general queries associated with their designated program (i.e. Biology, Chemistry, Physics, etc.). They will provide day-to-day administrative and clerical support for the academic and research operations of the Division, liaising with Faculty, researchers, post-docs and students to ensure effective communication and the smooth running of the Program. The PAC’s tasks include, but are not limited to: the organization of recruitment visits and scheduling for new Faculty and Academic Support staff; the organization of the annual Seminar Series for their respective program/s; budget management and financial reporting; travel arrangements, reimbursements, meetings, communications and scheduling. A high-degree of initiative, independence of action, superior written and oral communication in English and the ability to achieve results without explicit guidance is expected.

The position reports directly to the Assistant Dean of Administration for the Science Division, who will manage overall work assignments, professional development, and evaluations.

The position will also have a daily and functional report to the Operations Manager who will provide on- going training and direction with work assignments assigned by the Assistant Dean of Administration for the Science Division. The Operations Manager will report back the progress and work performance of the PAC to the Assistant Dean of Administration for the Science Division.

Key Responsibilities:

• The organization of recruitment visits for the hiring of new Faculty and Academic Support staff; the organization of the annual Seminar Series for the respective program/s, including budget management and financial reporting; travel arrangements, reimbursements, and scheduling
• First point of contact for all administrative and operational tasks and any general queries associated with their designated program (i.e. Biology, Chemistry, Physics, etc.). Assists with managing schedules, arranging internal meetings, general faculty affairs, annual planning reports, assessments for accreditation, and other projects as and when required
• Booking travel, processing reimbursements and purchasing in ePro. Plus other ad- hoc requests and projects relating to the Division and reporting to the office of the Dean
• Finding and collating information and compiling databases or documents. Budget management for the assigned major (related to seminar series, symposia, teaching supplies/equipment, recruitment, etc.).

Required Education:

• Bachelor’s Degree in related field

Required Experience:

• 3+ years of experience in a comparable position with a proven record of working within and coordinating administration services
• Superior written and oral communication skills in English
• A capacity to work within complex organizational structure being customer facing and quality of service orientated
• A high standard of computing and internet skills
• Professional, resourceful and use initiative in a team environment showing mid-level leadership capabilities
• Clear and confident communication skills
• Ability to work in an environment requiring attention to detail, a high degree of accuracy, teamwork and responsiveness to deadlines

Preferred Education:

• Master’s Degree

Preferred Experience:

• Efficiency in Microsoft Excel, PowerPoint and Word
• Knowledge of Academia
• Ability to anticipate and meet needs before they become problematic