Administrative Coordinator

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 is responsible for the efficient and effective functioning of the NYUAD PASS PhD program, offered jointly by the Division of Science and the Division of Engineering, ensuring a supportive and conducive environment for students and faculty members, and facilitating the successful completion of their academic and research goals. The Administrative Coordinator is further responsible for the smooth operation of PhD degree granting courses.Key Responsibilities Program & Curriculum Management: Oversee and manage all aspects of the PhD program, in coordination with the Graduate Program Head and the Graduate office, including admissions, curriculum management, student progress tracking, and graduation requirements. Provide all necessary support for administrative tasks related to the curriculum and be the interface between the program and the Registrar’s office Student Support: Provide guidance and support to PhD students throughout their academic journey, addressing their inquiries, concerns, and needs. Assist in resolving any issues related to program requirements, funding, research, and administrative processes Faculty Coordination: Collaborate with faculty members to administer the program curriculum and coordinate teaching assignments with the Graduate Program Head and Registrar. Facilitate communication and collaboration between faculty and students, fostering a productive academic environment Administrative Tasks: Handle administrative tasks such as managing program budgets, organizing programevents and seminars, coordinating student evaluations, maintaining program records, and generating reports for program assessment and accreditation purposes Admissions and Recruitment: Oversee the admissions process for new PhD students jointly with the Graduate office, including application review, interviews, and selection. Coordinate recruitment activities such as attending conferences, organizing recruitment events, and promoting the program to prospective students Policy Compliance : Ensure that the PhD program complies with relevant university policies, academic regulations, and accreditation standards. Stay updated on changes in regulations and implement necessary adjustments to program procedures and policies Program Evaluation and Improvement: Monitor and evaluate the effectiveness of the PhD program, collect feedback from students and faculty, and identify areas for improvement. Propose and implement enhancements to the program structure, curriculum, and support services to enhance the overall experience and success of the students External Relations: Foster collaborations and partnerships with other departments, institutions, and industry stakeholders to enhance research opportunities, internships, and career development options for PhD students. Represent the program in relevant committees, meetings, and events Qualifications Required Education: Bachelors Degree Required Experience 1-3 years experience in comparable positions in an academic organization Administrative and Financial skills: The ability to collect data, prepare budgets, forecast and track spending, and take steps to stay on budget. Work with financial tools, finance and procurement departments, and the budgeting office, to ensure effective resource allocation, cost controls, and purchase and procurement proficiency - all within the financial year process 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 in a dynamic environment helps in adjusting to changing priorities and accommodating various needs P r Eferred Experience Experience in a higher education institution or governmental body operating in the U.A.E Fluent spoken and written English language 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. Experience setting up shared drives, filing systems, or using project management tools can enhance ability to streamline administrative processes for increased efficiency Stakeholder engagement skills; including the ability to build strong rapport with faculty, students, alumni and external partners Strong collaboration skills ; experience facilitating interdisciplinary projects or multi-unit offerings, being the point of contact and coordination Demonstrating the ability to not only manage budgets but also develop comprehensive financial strategies that align with the program's long-term goals and contribute to its growth and sustainability. This could involve identifying potential cost-saving measures, or exploring new funding opportunities etc. Additional InformationThe University is an equal opportunity employer committed to equity, diversity and social inclusion.