Administrative Coordinator, Executive Education (Fixed Term for 3 Years)

Job Description

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator, reporting to the Senior Advisor, Professional and Executive Programs.

The Administrative Coordinator supports the success of the Office of Executive Education through a wide range of administrative and financial duties including managing the department’s budget and providing relevant data for internal financial revenue reporting and budget processing. To work closely with the director, Head of Client Relations, and Business Development Manager to develop commercial proposals for clients and programs and to continuously review and improve pricing models to ensure they reflect market trends and revenue targets. One of the main duties is to support the planning and delivery of executive education-hosted events (both virtual and face to face) and to liaise with internal stakeholders including finance, budget, procurement, legal counsel, and the research centres and labs on executive education programs, proposals and invoices.

In addition, the administratrive coordinator will need to provide administrative support to the director including responding to inquiries and communications, scheduling of meetings, calendar and travel coordination, and reimbursements. While also providing administartive support to the departmental operations including modify and/or create databases and complex spreadhseets, managing weekly meetings, securing event/meeting space, A/V and catering for revenue-generating executive education programs and/or client meetings held at NYUAD. Also, to identify projects for student assistants and monitor the delivery and completion of those projects while also responding to inquiries displaying a comprehensive knowledge of the department’s activities, policies and programs.

Key Responsibilities:

• Centralized point person for financial operations and reporting, including: managing the budget, profit and loss statements, balance sheets, faculty compensation payment requests, opening/closing of chartfields, issuing invoices to clients, following up on invoice payments and settling accounts, management of the vendor registration process, raising of requisitions and purchase orders, tracking program costs and profit, preparing and maintaining expense and reimbursement records, ensuring accuracy of invoices and resolving resolve discrepancies with the budget office, among other related tasks
• Participate in the development of program pricing models and prepare commercial proposals
• In collaboration with the director and head of client relations, advise on project/program funding. Prepare quarterly and annual budget and revenue reports for both internal and external stakeholders
• Analyze data and produce routine reports  
• Update agreements and contracts / liaise with legal, request signatures and respond to clients as needed
• Create and/or modify databases and complex spreadsheets
• Maintain hard-copy and electronic confidential files and records and document management/retrieval systems
• Maintain inventory of general office supplies
• Establish a monitoring and status-of-work reporting system regarding ongoing office projects for the office through Salesforce
• Manage general office administration including: Responding to calls and requests for information, managing and supporting any delegations and business visitors, managing office calendar, contacts and database information, providing scheduling support for the director and department calendars, and making arrangements for meetings and travel and transportation to and from the University for department personnel and instructors/faculty
• Serve as liaison and coordinate as needed between the director and other university offices and senior managers in Abu Dhabi and at other NYU campuses
• Reserve campus space, liaise with AV, facilities and Royal Catering, events planning teams for hosting events and on campus programs
• Represent NYUAD, the department and director in meetings with internal and external stakeholders, as needed 
• Serve as a liaison to the general public, students, staff and faculty on policies, procedures, programs and office activities and provide general and more specialized information on behalf of the department and its leadership
• Respond to a variety of inquiries, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues

Required Education:

• Bachelor’s Degree

Preferred Education:

• Master’s Degree, or a relevant advanced Certification or Professional Qualification Diploma

Required Experience:

• 4+ years of experience in an administrative capacity
• Experience collaborating with others across functions and groups
• Experience managing financial accounts and budgets
• Superior written and oral communications skills in English
• Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for resourceful initiative in a team context
• A capacity to work collegially and flexibly in an entrepreneurial setting characterized by a complex organizational structure comprising New York University Abu Dhabi and other NYU campuses
• An ability to prioritize and to handle multiple projects on tight deadlines, organized work habits, consistent accuracy, and attentiveness to detail
• High familiarity and/or expertise in the creation and management of spreadsheets and database software, word processing, PowerPoint and Microsoft Office Suite

Preferred Experience:

• 5+ years’ experience in a professional role, with a record of advancement and growth at progressively more responsible levels, preferably with an established international company, private organization or equivalent experience and/or education, or governmental body operating in the U.A.E.
• Proficiency with keeping accounts, budgets and general office financial management
• Proficiency with web-based applications, intranet, and other operational systems

Other 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’s 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.