Position Summary:

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint a Administrative Coordinator within the Social Science reporting to Assistant Manager, Social Science Operations and Executive Assistant.

This role involves organizing numerous Social Science events and seminars, including weekly seminars and other special events. Responsibilities include coordinating with seminar conveners and cluster directors, managing external speakers\' travel arrangements, handling event logistics such as venue booking, catering, and AV setup, and assisting seminar speakers. Additionally, it involves organizing meetings between external speakers and faculty, managing budgets for expenses, and ensuring accurate data entry and documentation for all event-related transactions. The role also extends to organizing open houses, Capstone works in progress, and the Capstone festival, which involves coordination with program heads, Capstone mentors, and students. Overall, this role requires efficient event planning and financial management skills.

Key Responsibilities:

Organize yearly conferences, 9 weekly seminars for the 4 divisional programs and the 9 research clusters (approximately 10 conferences and 120 individual seminars in 1 AY) and all the other ad hoc events in the Division (i.e. book launch and workshops)

• Coordinate with conference conveners, 7 seminar conveners and 9 cluster directors for the specific requirements of their events
• Coordinate with approx. 120 external speakers in a year for their travel arrangements (flight, accommodation, and airport transfers)
• Coordinate with approx. 200 external conference participants in a year for their travel arrangements (flight, accommodation, and airport transfers)
• Coordinate with 120 seminar speakers for their presentation papers and photos
• Create 120 posters for all the events
• Send out 120+ calendar invites
• Manage the contact list/recipients of the calendar invite for each event
• Arrange campus visitor passes and create name plates for the visitors
• Host the external seminar speakers/conference participants and assist with any of their queries while they are at NYUAD campus
• Organize 100+ meeting schedules between the external speaker and the faculty
• Book the venue for all events in the EMS system
• Request catering and facilities assistance for all events
• Assist speakers with the AV system for each event
• Arrange dinner reservations for post-seminar dinners

Organize the Open house, Capstone works in progress, and Capstone festival for the 4 programs of the Division

• Coordinate with the Program Heads for their event requirement and execute the tasks (booking the venue, requesting catering, working with facilities, AV, and the photographers)
• Coordinate with the Capstone mentors and the students for their papers/presentations

Budget management of the expenses for all the seminars and events

• Ensure accurate data entry for all flight, accommodation, airport transfers, catering and dinner expenses of all events in the events tracker
• Reconcile the expenses between the tracker and UDW+
• Data management of all transactions, saving of documents in the network drive

Train and supervise the student assistants

Qualifications:

Required Education:

• High school diploma or equivalent

Required Experience:

• 2 years strong administrative experience, managing multiple travel itineraries, schedules, arrangements
• Understanding the fundamentals of event planning, including logistics, budgeting, and scheduling
• Exceptional organizational skills to manage multiple tasks and details simultaneously
• Strong written and verbal communication skills
• Problem-solving skills: The ability to quickly address unexpected issues or changes during events
• Budgeting: Financial management skills to create and stick to budgets
• Time Management: Effectively managing time to meet deadlines and ensure events run smoothly
• Teamwork, Stress Management, Attention to Detail
• Crisis Management: Knowing how to handle emergencies or unexpected situations during events

Preferred Experience:

• PA/Executive Assistant or team assistant to senior stakeholders responsible for multiple schedule and travel managements, supervisory and training of junior temporary staff

Additional Information:

About NYUAD

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\xe2\x80\x99s 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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