Administrative istant - Research Institute - NYU Abu Dhabi
Posted on :
17-09-2024
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1 Vacancy
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Job Description
Position Summary:
New York University Abu Dhabi seeks to appoint an Administrative Assistant for Research Institute reporting to the Manager of Operations Research Institute.
The Administrative Assistant is responsible for a wide range of administrative office duties in the Office of Research particularly in support of Research Institute (RI) administration. This includes but is not limited to: organizing meetings and center review logistics welcoming and supporting guests to the university processing invoices and payments data entry and spreadsheet management assisting with report and presentation preparation office events coordination record keeping and responding to general inquiries. A high degree of initiative proactivity and the ability to achieve results without explicit guidance is expected.
Key Responsibilities:
Office support
This job has been sourced from an external job board. UAE nationals are encouraged to apply
New York University Abu Dhabi seeks to appoint an Administrative Assistant for Research Institute reporting to the Manager of Operations Research Institute.
The Administrative Assistant is responsible for a wide range of administrative office duties in the Office of Research particularly in support of Research Institute (RI) administration. This includes but is not limited to: organizing meetings and center review logistics welcoming and supporting guests to the university processing invoices and payments data entry and spreadsheet management assisting with report and presentation preparation office events coordination record keeping and responding to general inquiries. A high degree of initiative proactivity and the ability to achieve results without explicit guidance is expected.
Key Responsibilities:
Office support
- Coordinate internal meetings and special events for the Office and RI administration
- Assist with the travel booking for external guests and provide logistical support while at NYUAD
- Assist in planning and coordinating RI center Reviews
- Receive respond to and/or forward emails sent to the research email alias
- Assisting in planning and coordinating Request for Proposals (RFP)
Meetings and events
- Assist in the coordination of small and largescale meetings maintaining calendars RI project reviews RFP site visits and presentations
- Provide logistical support with booking travel and accommodation extending invitations and scheduling meetings creating dockets arranging catering and AV support and taking minutes at meetings
Finance and budget
- Manage purchasing needs of the Office and RI administration expenditure
- Process honorarium payments invoices employee and consultant reimbursements raise requisitions in ePRO and other financial transactions assemble financial data in order to analyze current budgets for yearend
Data management and reporting
- Maintain hard and electronic copies of confidential files and manage databases (e.g. MOUs personnel summer salary requests progress reports)
- Maintain records on RI activities highlights and achievements and coordinate monthly activity reports
- Coordinate data gathering efforts and assist in the preparation of reports and presentations
- Maintain space records for RI centers
Required Education:
- Bachelors Degree or equivalent
Required Experience:
- 3 years experience in a comparable position with a proven record of working within and coordinating administration services
- Superior written and oral communications 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.
- Be professional resourceful and use initiative in a team environment showing midlevel leadership capabilities having exceptional discretion confidence and communications skills
Preferred Experience:
- 3 years experience in an academic organization
- Experience in project coordination and event planning
- Experience in office administrative duties
- Excellent communication skills
- Grant management experience
- Strong interpersonal organization and communication
- Strong project coordination skills
- Ability to work with Faculty and Staff at all levels
- An ability to prioritize and to handle multiple projects organized work habits and consistent accuracy
- Strong interpersonal organization and communication
- Strong project coordination skills
- Ability to work with senior level management Faculty and Staff at all levels
Other Information
About NYUAD
NYU Abu Dhabi is a degreegranting 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 NYUs 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.
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