Administrative Coordinator, Science Division (Fixed Term 2 Years)

Job Number

2025-14916

Position Summary

UAE Nationals are encouraged to apply

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

The Administrative Coordinator for the MSc in Interdisciplinary Data Science and Artificial Intelligence (IDSAI) is responsible for supporting the efficient and effective administration of this newly launched graduate program. The IDSAI program brings together faculty and students across disciplines—from computer science, mathematics, and engineering to the humanities and social sciences to tackle real-world problems using advanced data and AI methods. The Program Coordinator plays a pivotal role in supporting faculty, guiding students, and ensuring operational excellence in line with NYUAD’s academic standards

Key Responsibilities:

Program and Administrative Operations / Management:

• The Program Administrative Coordinator manages the daily operations of the MSc program, including course scheduling, curriculum tracking, and thesis coordination.
• Oversee timelines, milestones, and deliverables to ensure smooth delivery, while liaising with internal units such as the Registrar, Admissions, IT, Finance, and Immigration. Responsibilities include managing the program budget with the Provost’s Finance Office, leading program launch activities—branding, space planning, and logistics—and handling procurement, travel, event planning, guest visits, and vendor coordination
• The Coordinator also ensures accurate documentation and record-keeping in line with university policies

Admissions and Recruitment:

• The Coordinator supports the annual admissions cycle by coordinating with Graduate Admissions, monitoring applications, and managing applicant communications and logistics via SLATE
• Help organize recruitment events and promotional activities in collaboration with faculty and Science Communications

Faculty Coordination:

• Working closely with the Program Director and faculty, the Coordinator supports teaching assignments, course planning, and events
• Liaise with the Registrar to ensure accurate course scheduling and serve as the primary contact for faculty-related administrative matters, including meetings and guest lectures

Student Support:

• The Coordinator serves as the main administrative contact for MSc students, providing support on course selection, registration, policies, and completion requirements.
• Coordinate onboarding and orientation and offer system training (e.g., Concur, EMS) as needed

Program Assessment and Continuous Improvement:

• This role collects data for assessments, accreditation, and reporting. The Coordinator administers feedback tools and tracks alumni outcomes to support program improvement and strategic planning

Partnerships and External Engagement:

• The Coordinator supports collaborations with external partners to enhance internships, research, and professional development opportunities. They help facilitate placements, career talks, and joint initiatives

Required Education:

• Bachelor’s Degree

Preferred Education:

• Master’s Degree

Required Experience:

• More than one-year experience in a comparable position in an academic organization
• Organization and Time Management: The ability to effectively organize and manage multiple tasks, prioritize responsibilities, and meet deadlines is essential. Strong time management skills are required to handle various clerical duties, coordinate events, track purchases, and ensure smooth operations
• Communication and Interpersonal Skills: Excellent communication skills, both verbal and written, are vital for interacting with faculty, students, staff, and external stakeholders. Administrators must be able to convey information clearly, listen attentively, and build positive relationships to effectively support the program and coordinate events
• Attention to Detail: Having a keen eye for detail is critical to performing clerical duties accurately and maintaining accurate records. Administrators need to ensure adherence to university policies, track budgets, process reimbursements, and handle procurement processes meticulously
• Problem-Solving and Adaptability: Administrators should possess strong problem-solving skills to address challenges that may arise during event planning, procurement, or other administrative tasks. Additionally, being adaptable and flexible helps accommodate changing priorities and multiple stakeholders needs
• Technology Proficiency: Proficiency in using relevant software and systems such as e-Pro, Concur, Google Suite, and other administrative tools is essential. Administrators need to effectively utilize these platforms to manage purchases, track orders, process reimbursements, and maintain records accurately

Preferred Experience:

• More than three-years’ experience in an administrative position
• Technology Proficiency: Proficiency in using relevant software and systems such as e-Pro, Pcard, Concur, and other administrative tools is essential. Administrators need to effectively utilize these platforms to manage purchases, track orders, process reimbursements, and maintain records accurately. Previous experience with these, or similar, is desirable. Any experience setting up shared drives, filing systems, or using project management tools can enhance ability to streamline administrative processes for increased efficiency
• Strategic Financial Planning: Demonstrating the ability to not only manage budgets but also develop comprehensive financial strategies that align with the programs’ long-term goals and contribute to its growth and sustainability. This could involve identifying potential cost-saving measures, or exploring new funding opportunities etc.
• Any experience working with graduate and or academic programs, roll-out of new academic programs, curriculum oversight, marketing and engagement
• Fully proficient in spoken and written English language
• Stakeholder engagement skills; including the ability to build strong rapport with faculty, students, alumni, and external partners
• Strong collaboration skills; any experience facilitating interdisciplinary projects or multi-unit offerings, particularly being the point of contact and coordination, can set you apart as an ideal candidate